Title: Unique Identifier: 240-73198256 Security … SHE... · Security Management Specification ......

GENERAL SERVICES: SHE SPECIFICATION FOR KZN SECURITY

SHE SPECIFICATION

General Service Contracts

KZN Security

Title: Security Management Specification

Unique Identifier: 240-73198256

Contract Reference Number:

Compiled by Compiled by Authorized by

………………………………….. ………………………………….. …………………………………..

B.G. Makhuba

Safety Manager

SHEQ Department

J. Bothma

Security Manager

Security Risk Department

J Cheerkoot

Senior Security Manager

Date: …………………………… Date: …………………………… Date: …………………………… 27.10.2017

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GNERAL SERVICES: SHE SPECIFICATION FOR KZN

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ESKOM RESPONSIBLE MANAGER NAME: ____________________________

ESKOM RESPONSIBLE SECURITY MANAGER NAME: _JUDITH BOTHMA_

ESKOM HEALTH AND SAFETY MANAGER NAME: _BONGANI MAKHUBA_

ESKOM RESPONSIBLE PROCUREMENT PERSONNEL NAME: LORIAN NORTON

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TABLE OF CONTENTS Pages

1. INTRODUCTION……………………………………………………………………………….5

2. SUPPORTING CLAUSES…………………………………………………………………….5

2.1.1 Scope…………………………………..……………………………………………………..5

2.2 Normative / Informative References………………………………………………………5

2.3 Abbreviations…………………………………………………………………………………9

2.4 Related / Supporting Documents…………………………………………………………10

3. DOCUMENT CONTENT……………………………………………………………………..10

3.1 Definitions…………………………………………………………………………………....10

3.2 Roles and Responsibilities………………………………………………………………..11

3.3 Process for Monitoring…………………………………………………………………….11

4. SERVICE LEVEL AGREEMENT……………………………………………………………11

4.1 Service Requirements and Capabilities…………………………………………………11

4.2 Stores, Strategic Stores…………………………………………………………………….13

4.3 Physical Guarding Requirements………………………………………………………...14

5. UNIFORMS…………………………………………………………………………………....14

5.1 Legislative and Regulatory Compliance………………………………………………..15

5.2 Supplier Expectations………………………………………………………………………15

6. ACCESS CONTROL………………………………………………………………………....17

6.1 Visitor Management…………………………………………………………………………18

6.2 Eskom Employees…………………………………………………………………………..18

6.3 Vehicle Control………………………………………………………………………………18

6.4 Patrols (foot & vehicles)……………………………………………………………………19

7. ARMED RESPONSE & MONITORING SERVICES……………………………………..19

8. ARMED ESCORTING FOR ESKOM SPECIFIC DUTIES……………………………… 22

8.2 Security Breaches / Incident Reporting…………………………………………………... 24

8.3 Access Control after Hours, Weekends & Public Holidays…………………………… 24

8.4 Unauthorised Access ……………………………………………………………………….. 24

8.5 Searching of Persons & Vehicles……………………………………………………........ 25

8.6 Response to Emergencies……………………………………………………………........ 30

8.7 Equipment to be Supplied by the Service Provider……………………………….........30

9. SECURITY PATROL DOCUMENTS……………………………………………………..........32

10. EQUIPMENT TO BE SUPPLIED BY ESKOM……………………………………………….34

11. LEGAL COMPLIANCE………………………………………………………………………….35

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11.1 Section 37(2) Legal Agreement……………………………………………………………35

11.2 Hazardous Work by Children……………………………………………………………...35

11.3 OHS Act………………………………………………………………………………………..36

11.4 Legislative Compliance…………………………………………………………………….36

11.5 Eskom Requirements……………………………………………………………………….36

11.6 Appointment of a Contractor………………………………………………………………36

11.7 SHE Policy……………………………………………………………………………….......36

11.8 COID……………………………………………………………………………………………37

11.9 Eskom Life Saving Rules…………………………………………………………………..37

11.10 Substance Abuse…………………………………………………………………………..38

11.11 Occupational Health, Hygiene & Rehabilitation………………………………………38

11.12 Appointments……………………………………………………………………………….38

11.13 Roles & Responsibilities………………………………………………………………….38

11.14 Risk Assessment………………………………………………………………………......39

11.15 Personal Protective Equipment Requirements……………………………………….39

11.16 Incident Investigation…………………………………………………………………......39

11.17 Emergency Management………………………………………………………………….40

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1. INTRODUCTION

Eskom KZN-OU responsibility and commitment is to ensure a safe working environment is in line with its Safety, Health, Environmental and Quality Policy, along with legislative obligations.

This SHE specification is Eskom KZN-OU minimum requirements which are required to be met for the specific contract and for the duration of the contract period by contractors and where required, the delivery organisation.

The contractor is expected to develop a SHE plan which meets these requirements as well as all the relevant applicable legislation they conform to.

Eskom KZN-OU in no way assumes the contractor’s legal responsibilities. The contractor is and remains accountable for the quality and the execution of his/her health and safety programme for his/her employees and appointed contractor employees.

This SHE specification reflects minimum requirements and should not be construed as all encompassing. Note 1: All the requirements listed hereunder are in relation to the contract and do not supersede or replace any organizational SHE requirements.

Where requirements listed are already in place, then the organisational requirements must be taken cognisance of and listed in the respective SHE plans. If there are any additional Eskom and or legislative requirements listed in the SHE specification, then these must be addressed.

2. SUPPORTING CLAUSES

2.1 SCOPE

This SHE specification lists the legislative and Eskom requirements and where applicable, any requirements pertaining to Local Authorities / Municipal by-laws / Environmental legislation that must be met by the contractor.

2.1.1 Purpose

This document will provide a standardised approach to the compilation of SHE specifications throughout Eskom KZN-OU for contracts, standards and NEC 3 contracts.

2.1.2 Applicability

This SHE specification is applicable to any contracting organisation who intends tendering for the contract.

2.2 NORMATIVE / INFORMATIVE REFERENCES

Parties using this document shall apply the most recent edition of the documents listed in the following paragraphs.

2.2.1 Normative

[1] Parties utilising this standard operating procedure (1) shall apply the most recent edition of the documents listed below:

[2] Basic Conditions of Employment Act No 75 of 1997.

[3] Occupational Health and Safety Act and Regulations No 85 of 1993.

[4] National Environmental Management Act 107 of 1998.

[5] National Road Traffic Act 93 of 1996.

[6] 32-37 Eskom Substance Abuse Procedure.

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[7] 32-136 Contractor Health and Safety Requirements

[8] 240-62196227 Life- saving Rules

[9] 32-95 Environmental, Occupational Health and Safety Incident Management Procedure

[10] 32-727 SHEQ Policy

[11] Act 60 of 2000, Firearms Control Act

[12] Act 53 of 1985, The control of Access to Public Premises and Vehicles Act

[13] Act 6 of 1959, The Trespass Act

[14] Act 51 of 1977, Criminal Procedure and Law of Evidence

[15] Act 108 of 1996, The Constitution of the Republic of South Africa Act

[16] Act 85 of 1993, The Occupational Health and Safety Act

[17] Act 56, of 2001, Private Security Industry Regulation Act

[18] National Key point Act (act 102 of 1980).

[19] Security Directive

2.2.2 Informative

[1] Tobacco Products Control Act 83 of 1993 (Updated 2011.05.19)

[2] SANS 1186 Symbolic Safety Signs

[3] Constitution of the Republic of South Africa No 108 of 1996

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2.2.3 Definitions

Definition Explanation

Appointed contractor Means a contractor appointed by the principal contractor

Baseline risk assessment

(32-520) baseline operational risks refer to the health and safety risks associated with all standard processes and routine activities in the business

Client Eskom representative (Internal – Asset Owner), also referred to as the contract administrator/custodian or agent or project manager (as defined in the contract). He/she is the person responsible for ensuring that the works or services are executed in terms of the contract, as well as adherence to legislation pertaining to the contract.

Competent person (OHS Act) means any person having the knowledge, training, experience, and qualifications, specific to the work or task being performed, provided that, where appropriate, qualifications and training are registered in terms of the South African Qualifications Authority Act, 1995 (Act No. 58 of 1995)

Contractor – includes appointed contractor

means an employer as defined in section 1 of the Act who performs contract work and includes principal contractors

Consultant means a person providing professional advice

Duty of care to the environment

(32-136) anybody who causes or has caused or may cause significant pollution or degradation of the environment must take reasonable measures to prevent such pollution or degradation from occurring, continuing, or recurring. If such harm to the environment is authorised by law or cannot reasonably be avoided or stopped, such person must minimise and rectify such pollution or degradation of the environment

Employee (OHS Act) means, subject to the provisions of subsection (2), any person who is employed by or works for an employer and who receives or is entitled to receive any remuneration or who works under the direction or supervision of an employer or any other person

Employer (OHS Act) means, subject to the provisions of subsection (2), any person who employs or provides work for any person and remunerates that person or expressly or tacitly undertakes to remunerate him/her, but excludes a TES (ex labour broker) as defined in section 1(1) of the Labour Relations Act 1956 (Act No. 28 of 1956)

Eskom requirements a) Eskom requirements flowing from directives, policies, standards,

procedures, specifications, work instructions, guidelines, or manuals

Hazard (OHS Act) means a source of, or exposure to, danger

Hazard identification (OHS Act) means the identification and documenting of existing or expected hazards to the health and safety of persons, which are normally associated with the type of construction work being executed or to be executed

Health and safety file (OHS Act) means a file or other record, containing the information in writing required by the construction regulations.

Health and safety plan (OHS Act) means a site, activity or project specific document plan in accordance with the client’s health and safety specifications.

Health and safety specification

(OHS Act) means a site, activity or project specific document prepared by the client pertaining to all health and safety requirements related to construction work.

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Health and safety requirements

Means comprehensive health and safety requirements for a contract, project, site, and scope of work. This specification is intended to ensure the health and safety of persons, both workers and the public, and the duty of care to the environment. The health and safety requirements must be specific to each contract, project, site, and scope of work

Medical certificate of fitness

(OHS Act) means a certificate specific to the work to be performed and issued by an occupational health practitioner in the form of Annexure 3 of the construction regulations.

Medical surveillance (OHS Act) means a planned programme or periodic examination (which may include clinical examinations, biological monitoring, or medical tests) of employees by an occupational health practitioner or, in prescribed cases, by an occupational medicine practitioner

Method statement (OHS Act) means a written document detailing the key activities to be performed in order to reduce, as reasonably as practicable, the hazards identified in any risk assessment

Organisation may be defined as a group of individuals (large of small) that is cooperating under the direction of executive leadership in accomplishment of certain common objects

Pre-job meetings (34-227) means a meeting that is held prior to the commencement of the day’s work and that is attended by all the relevant employees associated with the work task

Principal contractor (In the text of this document) Means an employer, as defined in section 1 of the OHS Act, who intends to tender for or has signed a contract with Eskom for services rendered.

Provincial director (OHS Act) means the provincial director as defined in Regulation 1 of the General Administrative Regulations under the Act

Responsible Manager Is a Manager of a department, section or operating/business unit who has been appointed as part of the Eskom delegation of authority process with the aim to assist the applicable 16(2) assigned person in executing his/her duties in terms of the Occupational Health and Safety Act

Risk assessment (OHS Act) means a programme to determine any risk associated with any hazard at a construction site in order to identify the steps needed to be taken to remove, reduce, or control such hazard.

Site (34-228) means an Eskom department, unit, complex, building, specific project, work site, or the site where agents, clients, principal contractors, contractors, suppliers, vendors, and service providers provide a service to Eskom, directly or indirectly

Service provider any private person or legal entity that provides any service(s) to Eskom for compensation

Task (34-227) a segment of work that requires a set of specific and distinct actions for its completion

Toolbox talks (34-227) where the team leader, after conducting pre-task planning, shares all the tasks at hand and discusses task allocation, the identified risks, and the control measures with all his/her team members on site before commencing a specific task and documenting the agreed strategy. (This shall be done to ensure common understanding of the tasks, risks, and control measures required.)

The Act (OHS Act) means the Occupational Health and Safety Act No. 85 of 1993, as amended, and the Regulations thereto

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Visitor Any person visiting a workplace with the knowledge of, or under the supervision of, an employer.

2.2.4 Classification

a. Controlled disclosure: controlled disclosure to external parties (either enforced by law, or discretionary).

2.3 ABBREVIATIONS

Abbreviation Description

BU Business Unit

CE Chief Executive

COID Act Compensation for Occupational Injuries and Diseases Act

DMR Driven Machinery Regulations

DoL Department of Labour ( Inspection and Enforcement services – Provincial office)

EP Emergency Preparedness

EAP Employee Assistance Program

ERfW Environmental Regulations for Workplaces

GAR General Administrative Regulations

GSR General Safety Regulations

HCS Hazardous Chemical Substances

LDV Light Delivery Vehicle

MSDS Material Safety Data Sheets

NEMA National Environmental Management Act

OHS Act Occupational Health and Safety Act and Regulations, 85 of 1993

SABS South African Bureau Standard

SANS South African National Standard

SO Security Officer

SD Security Division

SLA Service Level Agreement

SHE&S Safety, Hygiene, Environmental and Security

OHS Occupational Health and Safety

OU Operating Unit(s)

SC Security Company

RO Reaction Officer

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2.4 RELATED / SUPPORTING DOCUMENTS

Eskom KZN-OU OHS Act section 37 (2) agreement to be signed at procurement during the signing of the NEC contract, it is the responsibility of the project manager to ensure that the 37(2) agreement is signed and a copy be kept in the contractor file at procurement.

3. DOCUMENT CONTENT

SCOPE OF WORK - SERVICE PROVIDER’S OBLIGATION TO ESKOM

The purpose of this document is to describe formally the agreement and requirements for the level of

services to be provided between the contracted security service provider and the respective Eskom

Business Representatives (i.e. the Group, Division’s and/or Operating Unit’s Managers and/or their

supporting staff members). It seeks to clarify the roles and responsibilities of each party, defines mutual

dependencies, provides a framework for common understanding between the parties and describes how

non-performing/ non-conforming relationships will be managed.

This SLA will ensure a defined framework and mechanism to provide efficient, high quality services to

the business as it ensures a common understanding of the scope and level of service to be provided by

both parties. This agreement is contingent upon each party understanding and fulfilling their roles &

responsibilities and establishing an environment and relationships which are conducive to the

achievement and maintenance of the targeted service levels.

The following key areas are included in the SLA:

SLA Guiding Principles

Roles and Responsibilities

Service Requirements and Capabilities

Service Level Performance, Monitoring and Escalation

Agreement Period, Review and Renewal of SLA

3.1 Definitions


Operating Unit Any defined unit within the Eskom environment, operating as a business. In the context of this

document and in terms of health and safety, any reference to an Operating Unit includes a

defined unit within any Eskom division and its subsidiaries.

Head of Security Any appropriately qualified person who is employed to perform Security related activities as

their primary job role and job function.

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3.2 Roles and Responsibilities

Both parties to the contract will be responsible for the agreement, implementation and review of the

scope of work and SLA. A copy of this document shall be kept on record on Hyperwave by the end user

and the original shall be safely stored by the Contract Manager/.The distribution of this document will be

controlled and recorded.

3.3 Process for Monitoring

The scope of work and SLA is issued and agreed under the authority of Group Security and the Divisions

and/or Operating Unit Business representatives, who will take joint ownership for the implementation and

monitoring of this SLA. The Service Level Monitoring and Escalation processes are described in the

contents of the SLA.

4. SERVICE LEVEL AGREEMENT

The parties to this Service Level Agreement (SLA) hereby agree to the following:

Implications on the SLA

The information shared above suggests the following:

Line Management is responsible and accountable for executing SHES&Q Policy and Security

Management System requirements

As a result there will be reliance on the Line Management of the Group, Division and/or,

Operating Unit to source resources to do servicing in terms of day-to-day operational activities.

Persons appointed to fulfil this servicing role should have the necessary competencies

(knowledge, skills, experience etc.) to deliver on their required roles and responsibilities.

The SLA requires a clear definition of roles and responsibilities between that of the Contracted

service provider and the respective Group, Divisional and/or Operating Unit Business

Representatives.

4.1 Service Requirements and Capabilities

Group, Divisional and/or Operating Unit Line management must ensure that an appropriate structure

with sufficient resources (i.e. skilled and competent manpower, budget, tools, equipment etc.) is

established and maintained in order to ensure effective delivery of Security requirements.

The physical security is a critical element of the security component and an essential element of the systems approach to security.

The guarding functions are related to the following interdependent elements:

o Protecting assets o Monitoring and detecting unauthorised activity; and o Responding effectively to breaches in the security system

The basic guarding duties comprise of:

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o Physical guarding o Protection o Escorting o Control (Access, Assets, People) o Patrols (ground, air, vehicles) o Inspections o Monitoring o Restraining and o Reporting

The guarding function is also supported by electro mechanical and automated systems.

The services required from a service provider as well as the type (armed or unarmed), quality

and quantity of guards are determined by Eskom by use of the Site Threat and Risk Assessment

and pre-deployment risk assessment. The number of personnel to be utilised will vary depending

upon the complexity of the site and the business requirements.

In Eskom, the current operating model for security entails the use of proprietary (in-house)

guards as well as service providers; therefore the following categories of guards are required and

are site specific:

4.1.1 Offices and Office Parks

These sites comprise mainly of Offices and Buildings

Where limited in house capabilities and supervisory capabilities exist, the use of minimum C

grade guards is recommended.

A B Grade guard can be utilized as the shift supervisor where no Eskom capabilities are

available.

The guards must be literate in English.

4.1.2 Generation Business

Minimum C grade guard minimum competencies are required.

4.1.3 Other Eskom sites that are of Business importance: (pump stations, substations, etc.)

Minimum C grade guard training and competencies are required

4.1.4 Grid/ Network Protection (National Contract) (Lines, Pylons, transformers)

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Minimum C grade guard competencies are required

4.2 STORES, STRATEGIC STORES

Minimum D grade with accredited training and competencies

4.2.1 National Control/ System Operator:

Minimum C grade

4.2.2 Distribution Regional Offices/ Customer Centres

Where limited in house supervision/ capability exists - minimum C grade armed/ unarmed

guards will be utilised

Where In- house supervision capability exists - minimum D grade armed/ unarmed guards will

be utilised.

4.2.3 Substations/ Stores/ Field Services Depots (TSGs), Construction Sites and Radio

Stations

Where limited in house supervision/ capability exists - minimum C grade armed or unarmed

guards

Where In- house capability exists - minimum D grade guards

4.2.4 Close Protection (specialised service)

Minimum B grade accredited Close Protector training and competence

The fundamental purpose and function of personnel performing the guarding/ armed

response/ specialised security function is to ensure the protection of people, information,

assets, processes, systems in Eskom. The job outputs shall be aligned to the Eskom

approved job descriptions and work instructions.

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4.3 PHYSICAL GUARDING REQUIREMENTS

The Supplier shall furnish the site on a continuous 24-hour basis with fully trained male and

female uniformed PSIRA Graded and registered security officers (a reasonable complement of

females per shift as determined by Eskom is required)

The duties of the contracted officers shall be those specified in the contract and job descriptions

as provided by the end user (Eskom).

No female guards can be deployed at rural sites due to safety reasons.

Working time / Shifts

Shifts to be covered are: Morning shift: 06:00 – 18:00 Night shift: 18:00 – 06:00

The contracted guards assigned to ESKOM shall conform to the, PSIRA Act, Firearm Control Act

(where applicable) OHS&A Act, and ESKOM procedures, training standards, competencies,

rules, regulations and shall perform duties as may be mutually agreed upon in writing from time

to time by the supplier and ESKOM.

5. UNIFORMS

WEARING OF UNIFORM IS COMPULSORY AND AS PER PSIRA REQUIREMENTS. CORPORATE WEAR SHALL BE WORN AT OFFICE BUILDINGS AND COMBAT UNIFORM FOR FIELD WORK.

UNIFORMS MUST ALWAYS BE CLEAN AND CORRECTLY WORN. THE UNIFORM MUST BE IN GOOD CONDITION.

THE WINTER UNIFORM SHOULD INCLUDE A WARM COAT, BOOTS, GLOVES AND A BEANIE (WOODEN HAT).

PERSONAL PROTECTIVE EQUIPMENT (PPE) MUST INCLUDE SAFETY SHOES, RAINGEAR AND LEVEL 3 BULLET PROOF VEST.

BULLET PROOF VESTS SHALL BE WORN AS PART OF UNIFORM BY ALL SECURITY OFFICERS. ONLY ESKOM SHALL INDICATE EXCLUSIONS TO THIS RULE FOR CERTAIN SITES OR POSTS AS PER THE SITE RISK ASSESSMENTS; IF APPLICABLE.

FOR OBVIOUS HYGIENE AND SAFETY REASONS, EACH SECURITY OFFICER MUST BE ISSUED WITH HIS/HER OWN BULLET PROOF VEST.

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5.1 LEGISLATIVE AND REGULATORY COMPLIANCE

The regulatory compliance sections detailed in the Eskom Technical Evaluation Pro-forma will guide

you in this regard.

1. 32-94 Eskom SHE Policy 2. Act No. 28 of 1956 Labour Relations Act, 1956 3. Act No. 15 of 1973 Hazardous Substances Act, 1973 4. Act No. 85 of 1993 Occupational Health and Safety Act, 1993 5. Act No. 130 of 1993 Compensation for Occupational Injuries and Diseases Act, 1993 6. Act No. 29 of 1996 Mine Health and Safety Act, 1996 7. Act No. 93 of 1996 National Road Traffic Act, 1996 8. Act No. 41 of 1987 Electricity Act, 1987 9. Act No. 75 of 1997 Basic Conditions of Employment Act, 1997 10. Act No. 36 of 1998 National Water Act, 1998 11. Act No. 101 of 1998 National Veld and Forest Fire Act, 1998 12. Act No. 107 of 1998 National Environmental Management Act, 1998 13. Act No. 46 of 1999 Nuclear Energy Act, 1999 14. Act No. 2 of 2000 Promotion of Access to Information Act, 2000 15. Act No. 15 of 2003 Explosives Act, 2003 16. Act No. 60 Firearms Control Act, 2000 17. Act No. 56 Private Security Industry Regulations Act, 2001

5.2 SUPPLIER EXPECTATIONS

In addition to contract requirements the following is also applicable:

The Supplier must:

1. Be registered with the Registrar of companies, SARS, COID and PSIRA. Be a well- established company and in operation for at least 3 years.

2. Have access to licensed firearms (where applicable).

3. Have access to a PSIRA and SASSETA registered training facility.

4. Be able to supply, sustain and manage a sufficient number of Security Officers to satisfy the requirements of ESKOM.

5. Security guards must be firearm competent to SAPS firearm competency (where applicable).

6. Firearm competency certificates and PSIRA identification cards must be carried whilst on duty at an Eskom site.

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The service provider shall, supply ESKOM with the following:

1. Detailed plan of home-work-home transport for its employees (where applicable). Transport of guards will not be on the back of bakkie/ or similar vehicles. Safety belts must be worn by all guards when transported.

2. Detailed list of firearms and ammunition required for the job and appropriate magazines and holsters.

3. List of all operational equipment as required and/ stipulated by Eskom.

4. List of responsible individuals for the control and registry of service provider firearms during shift handovers.

5. Criminal screening, Medical and PSIRA certificates for each employee.

6. Detailed plan to supply additional personnel in case of emergencies and special projects at ESKOM.

7. Detailed strike management plan and a list of manpower to counter shortfalls during labour actions.

8. Fitness test/ medical competence and firearm competence certificates as stipulated by Eskom

9. The Service provider shall provide security officers who have the necessary qualification, skill and expertise and have passed appropriate training courses approved by the PSIRA. It is the inherent responsibility of the Supplier to ensure that the entire security officer's registration numbers are currently valid.

10. The Service provider shall ensure that the security officers are neatly attired in full uniform at all times and they must be provided with the equipment necessary for the efficient performance of their duties and responsibilities, to ensure the highest level of SERVICE to be rendered at any given time.

11. The Service provider will ensure that the security officers are registered, trained and qualified at the grade required by ESKOM.

12. The Service provider must comply with all relevant legislation: Acts, Provincial Ordinances or by-laws and Private Security Industry Regulatory Authority requirements

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5.2.1 Duties to be performed

All Eskom Policies, procedures, directives, SOP and work instructions as applicable to the specific site must be complied with in the performance of services to Eskom however the following is also applicable:

5.2.2 Guard Duties

o Observe surroundings

o Report suspicious incidents/activities/occurrences

o Render guarding services at special events (e.g. general overall)

6. ACCESS CONTROL

For admission/ access shall be strictly complied with.

o Check all personnel access permits, visitor’s permits, vehicle permits and laptop/equipment permits for validity against date of issue or expiry date and if necessary against ID document. Prevent access if permits are not valid and confiscate permits and refer permit holder to the permit room and/or reception area.

o Search all vehicles as per standard operating procedures. Check documentation with regard to toolboxes, equipment, parcels and other items and issue equipment sheets if necessary. Refuse access with prohibited items such as cameras, firearms and alcoholic beverages and refer to the Eskom Security Officer on duty.

o Check material removal permits and verify content and signature. Confiscate items not described on the removal permit and hand in for safekeeping. Refuse exit with goods if an authorized manager did not sign removal permit.

o Lock and secure gates and doors after hours. o Technical access control systems such as: turnstiles, Booms, etc, which have physical

guards in support must be monitored to limit access to only authorized personnel with visibly displayed Eskom ID cards. The SO’s must inspect the ID cards used by the persons entering / exiting to ensure that they are in fact the authorised cardholders.

o Any person without an Eskom ID Card shall not be allowed access onto the Eskom premises and must be treated as a visitor.

o The SO must first confirm all visits to Eskom sites by visitors/service providers by telephonically contacting the employee to be visited. Where there is a receptionist desk, the visitor must be directed to the receptionist desk. Where there is no reception desk, the SO will issue a visitors card and record the visitor’s particulars in the visitor register. The visitor / service provider shall not be allowed to gain access to the premises until he / she is collected at the security point by the employee being visited. The visitor / service provider’s details must be entered into the Visitor’s Register by the SO on duty.

o After completion of the visit, the visitor’s card must be collected at the original point of entry, receptionist/security post by the SO prior to the visitor being allowed to exit the premises. The Security Officer must inform his supervisor and the ESKOM MANAGER/

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SUPERVISOR of any missing visitor’s cards at the end of each day. It is therefore required that a reconciliation be done at the end of each day to determine whether all issued visitors cards have been returned. The SERVICE PROVIDER will be liable for all lost visitor cards.

o If an Eskom employee has forgotten his/her Eskom ID card or lost it, a visitor’s card must be issued to the employee. The employee’s Manager (or authorised delegate) must be called to sign the employee in for the day. The visitor’s card must be collected at the end of the day and the employee must be signed out.

o Eskom employees without authorized ID cards to a specific site must be treated as visitors and their details recorded on the Visitors’ Register. These employees do not require escorting.

o Eskom sites with technical access control systems / equipment shall be checked by SO’s upon commencement of each shift to ensure the proper functioning thereof. Any problems or unusual occurrences must immediately be recorded in the OB and reported to the responsible Eskom Manager/ Supervisor. In the event of an emergency occurring after hours, the ESKOM MANAGER/ SUPERVISOR must be contacted immediately as well as an OB entry made

6.1 Visitor Management

Positive identification at all times (SA ID, passport, drivers licence)

Recording of visitors details electronically or manually

Confirm appointment all visitors must be accompanied by a host at all times

Facilitation of visitors (receipt and exit by host)

Declaration of equipment, issuing of permits

Prohibited items (rules/ regulations applicable)

Random searches

Random alco screening

6.2 Eskom Employees

Only by means of Eskom ID card

Employees w/o cards will be treated as visitors and details recorded accordingly

Removal permits

Random searches

Prohibited items

Declaration of equipment

Random alco screening

6.3 Vehicle Control

ID (employee/ service provider/ visitor)

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Drivers

Confirmation of appointment

Random searches

No unnecessary use of disabled/ reserved parking spaces

Vehicles must reverse park at all times

Safety belts must be used.

No cellphones usage while driving

6.4 Patrols (foot and vehicle)

Patrol routes and times will vary according to site requirements however the following is applicable:

Patrols must be recorded in the OB and if suitable security technology

Purpose of patrol must be clear (areas of importance)

Determine equipment required

Check strategic points against patrol report.

Report and record irregularities, report and record all deviations.

Secure scenes of crime and/or incidents.

Respond to alarms on perimeter fence and report.

Monitor the movement of suspicious vehicles/people and report

7. ARMED RESPONSE AND MONITORING SERVICES

The armed response company security officers must comply with all requirements as stipulated in

terms of PSIRA and other applicable legislation. All response officers must use the stipulated

personal protective clothing (The Body Armour must meet the specifications as stipulated in the

Eskom Standard for Ballistic Resistance of Body Armour ) as well as have all equipment

required to do the work to respond to all alarm activations.

For the provision of armed response services by trained and competent security officers, the

following is required:

The premises from which the Reaction Officers (RO) operates must comply with local municipal

regulations regarding the operation of such business and proof of this must be available and

supplied to Eskom at the start of the contract.

Where domestic premises are used for satellite bases these must provide for a dedicated sector

for business and operational purpose and must comply with local municipal and health

regulations.

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A satellite base is a premise where Reaction Vehicles (RV) park out of service, or changeovers

take place. Changeovers must be in accordance with the Firearms Control Act.

7.1.1 Requirements for Reaction Officers

7.1.1.1 All Reaction Officers (RO’s) will be PSIRA registered (not lower than C grade) and have

successfully passed the required PSIRA grading courses as is required by Eskom. All ROs are

required to read, write and speak English. All security officers will have an up-to-date PSIRA

registration cards on their person at all times or a certified copy of the PSIRA certificate. Up to

date criminal background checks results shall be provided to Eskom security for all reaction

officers working on the Eskom contract within 30 days of starting the contract. Eskom shall

require random vetting to be done on Reaction Officers.

7.1.1.2 All supervisors and security officers provided by the armed response service providers must have

received appropriate PSIRA and SASSETA training including weapons handling, radio

communications, access control, armed response capability training. The armed response

service providers will provide refresher training during the year .e.g. Reg. 21 training 2x times per

year. All personnel of the armed response service providers, including those that may have been

subcontracted, must have received training, prior to deployment, on Eskom site instructions and

work procedures. The armed response service providers shall be required to provide certification

and results sheet prior to deployment for each individual employee. The armed response service

providers will maintain training records for each security officer and supervisor including failures

and subsequent remedial training and requalification. These records will be made available to the

Eskom security designated representative upon request.

7.1.1.3 The Eskom designated representative has the authority to monitor, evaluate and audit all training

delivered to the armed response service providers. The supervisors will arrange for weekly

training on actions to be taken by the personnel of the armed response service providers in the

event of incident, designed around scenario based situations. ROs must be professional, friendly

and helpful in the performance of their duties at all times.

7.1.1.4 The RO must provide proof that he/she is authorized by PSIRA to practice as a RO

7.1.1.5 The RO must display proof or identity on his person whilst on duty or while in uniform. The ID

should be in form of a tag or laminated plastic card and should display the following:-

o Name

o Photograph

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o Company name and telephone number

o PSIRA registration number (personal)

o Cards expiry date

o I.D Number

o Blood Group

o Allergies

7.1.1.6 The RO must wear the company uniform while on duty together with clear indication by means of

a badge or suitable insignia.

7.1.1.7 The RO must be issued with a level 3 bullet proof vest (as stipulated in the Eskom Standard for

Ballistic Resistance of Body Armour EST 32-1133) to be worn at all times while on duty.

7.1.1.8 All response officers responding to the alarm activations must respond with vehicles that clearly

display the company logos. No responses to Eskom sites will be conducted by the SP utilising

unmark vehicles. The officers must at all times be in possession of a copy of their PSIRA

registration, current firearm permit and an updated firearm competency certificate. The officers

must present a neat and presentable image at all times. In addition, all response officers must;

7.1.1.9 Undergo a security screening and the results made available to Eskom security prior to the

deployment for the Eskom contract. The response officers deployed to the Eskom contract

must Sign a declaration of secrecy prior to deployment to the Eskom contract.

7.1.2 Not sleep on duty / report for duty under the influence of intoxicating substances / perform

security functions under the influence of intoxicating substances and leave Eskom site without

authorisation from the control room

7.1.3 The RO/s must have functional radio communication to the control center (fixed unit in the vehicle

and mobile), torches and handcuffs. There must be uninterrupted communication channels

between the response officers and the control room/center for regular reporting and to obtain

assistance when required. The armed response service providers will conduct radio checks at the

beginning of each shift and periodically during each shift to ensure that equipment is functioning

correctly and guards are alert and monitoring their radios. The armed response service

providers must ensure back up communication aids is readily available.

7.1.4 All officers must be declared fit for duty, and the fitness and medical certificates must be

handed to the Eskom security manager prior to deployment.

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7.1.5 All officers must be equipped with first aid kits for any emergencies, as well as cell phones

(must be a company contract cell phone with either an open line or programed to all emergency

numbers specified by Eskom) to use when required (call other members or law enforcement

agencies or emergency units for back up)

7.1.6 All emergency numbers and emergency plans must be handed to the officers and a copy to the

security manager.

7.1.7 Two armed officers (not lower than a grade C and trained in armed response

duties) must respond to all alarm activations at all times.

7.1.8 When the response officers exit the site, they must remember that they are not on duty for Eskom

anymore and Eskom cannot be held liable for any incidents, injuries or theft that may take place

once the officers leave the Eskom site.

7.1.9 Conduct a thorough shift handover at each shift change ensuring that information and instructions

are passed on to the next supervisor and a detailed inventory is conducted of all weapons,

ammunition, radios, keys and other equipment provided.

8. ARMED ESCORTING FOR ESKOM SPECIFIC DUTIES

Ad hoc Services (consisting of an armed driver, armed crew member and a suitable vehicle) shall

be required for escorting services on an “as and when” required basis.

Guards doing the armed escorting duties must comply with the following requirements and must

be capable of rendering the service as follows:

8.1.1 Updated competency certificates with strict adherence to the Firearms Control Act. The

security officers performing these armed escorting and protection duties shall be armed and

comply with the current Firearm Control Act, 2000 (Act No. 60 of 2000).

8.1.2 All armed escorting officers must have a Valid PSIRA certificates in compliance to the PSIRA

Act 2001 (Act No. 56 of 2001). All armed escorting officers must not be lower than a “C” grade

registered officer.

8.1.3 Valid firearm permits issued by the authorized firearm control officer for TSP, Firearm Control

Act, 2000 (Act No. 60 of 2000).

8.1.4 Accredited valid training certificates with results (Regulation 21), Firearm Control Act, 2000 (Act

No. 60 of 2000).

8.1.5 Valid South African driver’s license (EB)

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8.1.6 PPE and safety shoes

8.1.7 Eskom standard Level 3 bullet-proof vests (32 – 1133), handcuffs, batons, spotlight,

torches with spare batteries, pocket books and pens, head protection

8.1.8 A road worthy all-terrain vehicle, preferably a 4x4 or 4x2 suited for the terrain where Eskom

employees will be travelling to. The vehicle must be equipped with a first aid kit

8.1.9 A valid fuel card for repairs, fuel and toll-fees

8.1.10 Updated service record for the firearms and adequate ammunition

8.1.11 Cellular contracted phones with emergency numbers programmed to the phone (SAPS,

Ambulance). The use of pre-paid phones is not allowed.

8.1.12 The armed escort team/s must be in constant contact with a control room for regular reporting and

to obtain assistance when needed.

8.1.13 A proper register must be kept at the control room containing situation reports, incident reports

and any communication with the armed escort team.

8.1.14 The armed escort team must do the escorting in a tactically sound manner:

8.1.15 Possible ambush positions must be secured before the Eskom members being escorted are

allowed to proceed through the position.

8.1.16 When the site where the Eskom members are to perform their duties is reached, the armed escort

team needs to secure the area before the Eskom employees commence work.

8.1.17 The armed escort must then take up a position for all round defence of the area where the Eskom

employees are working and be constantly vigilant.

8.1.18 All armed escort vehicles shall be equipped with a local global positioning system such as a

Satellite Surveillance or any other system that would assist them.

8.1.19 The armed security officers are to travel in their own vehicle and provide protection to the Eskom

employee/s.

8.1.20 The security officer shall be required to meet the Eskom employees at an Eskom site or

predetermined place; escort and protect the Eskom employee for the required period and then

return to where they first met or an alternative drop-off point.

8.1.21 Vehicle contingency plan: TSP shall have contingency plans in place to react immediately to any

emergency request.

Vehicle breakdowns

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Vehicle accidents

8. 2 SECURITY BREACHES/ INCIDENT REPORTING

A security breach means the negligent or intentional transgression or failure to comply with physical

security measures.

Examples but not limited thereto- fence tampering/ penetration, unauthorised access, discharge of a

firearm, activation of alarm, non-compliance to security systems and systems technology, tampering with

systems, accidents, injuries, damage to equipment, non- compliance with rules, procedures and

directives, non-conforming behaviour

Report without delay (OB)

Alert authorities/ Eskom management

8.3 ACCESS CONTROL AFTER HOURS, WEEKENDS AND PUBLIC HOLIDAYS

All persons (employees and non-employees) wanting access after- hours, weekends and public holidays

are required to record all relevant information in the After Hours Register to be completed by the SO.

This includes all pedestrian and vehicle access. The SO must personally complete all the details in the

After Hours Register and ensure that all information is legible and accurate. All persons inside the

vehicle or accompanying the employee must be recorded in the register. Any attempts of unauthorized

access must be recorded in the OB and access must be denied. The matter must also immediately be

reported to the ESKOM MANAGER/ SUPERVISOR. Where unauthorized access is gained, the ESKOM

MANAGER/ SUPERVISOR must immediately be informed.

8.4 UNAUTHORISED ACCESS

All attempts’ of unauthorized access must immediately be reported to the SERVICE PROVIDER’s

control room, the ESKOM MANAGER/ SUPERVISOR and person responsible for the site. In the event of

a person being caught attempting to gain unauthorized access, the person must be detained and the

ESKOM MANAGER/ SUPERVISOR must be immediately informed of the situation. The culprit must be

detained until the in Service provider arrives and takes control of the situation. The assistance of the

SAPS may be called upon to assist if deemed necessary.

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8.5 SEARCHING OF PERSONS AND VEHICLES

The searching of persons and/or vehicles entering/exiting Eskom premises is the responsibility of the

S/O on duty at the security post and must be in accordance with the Criminal Procedure Act and the law

in general.

8.5.1.1 SHIFT RELIEF / HAND OVER PROCEDURE

A formal Shift relief handover will be done daily as prescribed below:

A Security Officer shall not leave his/her post of duty unless his/her relief has arrived.

In the event that no security is required for the next shift, the Security Officer will not leave his/her

post of duty until the delegated Eskom employee or security supervisor has arrived and is

satisfied that all is in order.

The SECURITY OFFICER taking over must satisfy himself/herself that all is in order before

accepting full responsibility. He/she must check that any equipment, torches, two-way radios,

telephones, firearms, etc. are on hand and in operational order. He/she must also ensure that all

required registers are up to date and on hand. Should there be any keys on hand, these must

also be checked. The SECURITY OFFICER taking over duty must make an appropriate entry in

the OB thereby verifying that all is in order at shift take-over.

Any shortcomings must be reported to the security supervisor and ESKOM MANAGER/

SUPERVISOR. It must also be recorded in the OB.

On sites where SECURITY OFFICER’s perform patrol duties, the SECURITY OFFICER going off

duty and the one reporting for duty will do one patrol together to ensure that all is in order before

duty is handed over.

The SECURITY OFFICER going off duty must stay and witness the SECURITY OFFICER taking

over. He/she must make an entry in the OB stating his/her name and that he/she has handed

over duty and full responsibilities to the new officer, stating his/her name. He/she must also state

everything is in order and all equipment used is operational.

The new SECURITY OFFICER must make an OB entry confirming that duty and responsibility

have been taken over. He/she must also confirm that everything is in order and all equipment is

on hand and operational.

8.5.1.2 REMOVAL OF EQUIPMENT

The removal of company assets and bringing of private property onto Eskom premises must be done in

accordance with Eskom’s Removal of Equipment policy and procedure. Copies of the removal permits

OV28 Document should be at all postings should a person wishes’ to remove an item from Eskom

premises.

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8.5.1.3 SECURITY REGISTERS

The ESKOM MANAGER/ SUPERVISOR will decide what security registers are required at each security

post. In general the following security registers will be required: Occurrence Book and Visitors Register.

The security register requirements are not limited to the aforementioned list. Where circumstances

dictate any other type of register, the ESKOM MANAGER/ SUPERVISOR will inform the SERVICE

PROVIDER accordingly of the relevant register requirement.

All security registers and Occurrence Books are to be purchased by the service provider. All registers

and Occurrence Books shall remain the property of Eskom. The SERVICE PROVIDER shall not place a

security register on site unless the format thereof has been agreed to by the ESKOM MANAGER/

SUPERVISOR. All completed registers will be kept by the ESKOM MANAGER/ SUPERVISOR for the

period of five years.

The SERVICE PROVIDER must ensure that the correct security registers are required on site are

available at each security post at all times.

Occurrence Books (OB) must be kept at all security posts. All security related incidents and any unusual

occurrences must be recorded per OB reference number in adequate detail for easy understanding. All

visits by the ESKOM MANAGER/ SUPERVISOR or service provider’s supervisors and management and

armed response Service provider must be recorded in the OB by the person visiting the site.

The SO on duty must counter sign the entry.

The SECURITY OFFICER’s are responsible for filling in the information on all the security registers. The

required information must be completed legibly and accurately. The SERVICE PROVIDER must ensure

that the SECURITY OFFICER adheres to this requirement at all times.

Security registers must be kept neat and tidy. Under no circumstances are pages to be torn out.

Full registers must be handed to the ESKOM MANAGER/ SUPERVISOR for filing for 5 years.

All security registers shall be in bound book form and the pages must be numbered Loose pages are not

acceptable and will be financially penalized by THE ESKOM MANAGER/ SUPERVISOR.

8.5.1.4 COMMUNICATION EQUIPMENT

Communication and associated equipment to be provided by the SERVICE PROVIDER are as follows:

Where the site requires that two-way radios be part of the security equipment, these radios

must be provided. The number of radios required will be determined by the ESKOM

MANAGER/ SUPERVISOR. Battery chargers must also be provided to ensure that at no

time the radios are inoperable due to flat batteries. Charged Service provider batteries

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should also be on site for use while the initial batteries are being charged. Such radios

must be able to communicate with THE SERVICE PROVIDERs control room 24hs where

necessary.

A Telephone Register must be maintained at all posts where there are telephones. All calls must be recorded in this register. Any telephone calls not recorded in the Telephone Register will be recovered from the SERVICE PROVIDER.

Under certain circumstances the SERVICE PROVIDER may be required to make available cellular phones for official use. Such requests will be made and approved by the ESKOM MANAGER/ SUPERVISOR.

The SERVICE PROVIDER shall provide torches at all security posts where security services are required at night. These torches shall be operational and on hand at all times. The SERVICE PROVIDER must ensure that sufficient batteries and globes are available at all times. Under no circumstances may torches be out of operation for any reason whatsoever.

Additional security equipment such as handheld metal detectors, guard dogs etc may be required from time to time. Any security equipment required will jointly be agreed upon by the ESKOM MANAGER/ SUPERVISOR as per site requirement. The SERVICE PROVIDER will be informed accordingly and shall provide all the required equipment within timeframes agreed upon with the ESKOM MANAGER/ SUPERVISOR.

8.5.1.5 KEY CONTROL

Under normal circumstances security officers should not be entrusted to keep or safeguard office, building or vehicle keys. Proper key control as dictated in paragraph 9.2 or as per site requirement must be maintained by security officers entrusted with keys used by Eskom at all times. Should losses occur due to lack of key control or unauthorized use of keys by security officers; The SERVICE PROVIDER will be held liable for such losses.

Under no circumstances must SO’s accept any keys unless prior arrangements and approval has been conveyed to do so by the ESKOM MANAGER/ SUPERVISOR.

Security officers must not accept vehicle keys or drive / park vehicles at the request of any employee, visitor or service provider.

8.5.1.6 RESPONSE TO FIRE

When Security Officers are on duty and a fire is detected, they must immediately inform the nearest Fire Brigade and other emergency services. The Security Officer must inform the SITE SUPERVISOR (or appointed delegate), ESKOM MANAGER/ SUPERVISOR

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and the SERVICE PROVIDER’s control room must also be informed. The incident must be recorded in detail in the OB. All Security Officers must be competent and have completed a basic level one firefighting course.

If it appears to be an extinguishable fire, then the Security Officer must first attempt to extinguish it before calling the ESKOM MANAGER/ SUPERVISOR.

A full detailed report is to be provided to the ESKOM MANAGER/ SUPERVISOR within 12 hours of the incident.

It is imperative that the local emergency numbers are available and kept up to date at all security points.

8.5.1.7 GENERAL

The SERVICE PROVIDER must be a legally constituted entity allowed to render security services

The SERVICE PROVIDER must be registered with the Security Industry Regulatory Authority (PSIRA)

All personnel employed by the service provider must be registered with PSIRA and carry proof of registration when on duty.

The service provider must have a valid licence for all firearms in use.

All security guards wages / salaries must be in accordance with the Wage Determination Act

The service provider must operate a properly equipped Control Room 24 hours per day.

All communication between the control room and sites must be properly recorded in a log, stating i.a. the time, what was communicated and action taken based on the nature of the communication.

In the event of a security incident taking place, the guard/s on duty must report the incident to the control room immediately, and properly record the incident in the occurrence book

The control room must notify the Protective Services representative and Site Owner of any security incident immediately.

Every site must have 24-hour communication with the service provider's Control Room, either by radio or cellular phone supplied by the service provider.

Supervisory staff of the service provider must react to any security incident within a maximum of 2 hours of the incident being reported to their control room. A preliminary report to be supplied to the Eskom Manager/ Supervisor within 24 hours of the incident. A final detailed report with the investigation files to be supplied to the Eskom Manager/ Supervisor within seven (7) days. If the

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investigation is still in progress then a written update report to be supplied to the Eskom Manager/ Supervisor every seven (7) days thereafter until final report is supplied.

The service provider must have a standard security uniform and all guards on duty must be neatly dressed in such uniform. The uniform must include a raincoat and warm jacket to enable guards to remain operational under adverse weather conditions.

Guards on duty must be provided with a panic button per person, batons, torches and handcuffs

A Work Instruction per site must be formulated by the, the Eskom Protective Services representative, the security service provider and the Eskom Site Owner.

Guards must be trained and fully conversant with the Work Instruction for the site where they are posted.

Every site must be equipped with an Occurrence Book. All activities performed must be properly recorded in the occurrence book by the guard/s on duty. The OB’s must remain neat and tidy at all times

Every site must be equipped with a Visitors Register. All visitors must be recorded in this register by the guards on duty. The Access Register must remain neat and tidy at all times with the relevant information completed. It is the Security Officers duty to complete the time in and registration details of each visitor entering the site and to record the time out upon exit.

Rural temporary sites must be visited at least 4 times weekly by supervisory/managerial staff. Urban sites must visit once per shift. These visits must take place at all hours, not only during the day, and must be recorded in the Site Occurrence Book. Urban sites: CBD of all major towns and a 10KM radius around the CBD. The Eskom Manager/ Supervisor will make such determination between an urban site and rural site.

The service provider must provide an Eskom approved guard facility at sites where Eskom does not have guard facilities available.

No accommodation for guards will be provided on an Eskom site. This is the responsibility of the service provider, except at sites in remote areas where a mutually acceptable agreement may be reached with the Eskom site owner, and recorded.

The service provider’s supervisory/managerial staff must attend monthly Eskom Safety and contracts meetings at sites

Guards must comply with the Occupational Health and Safety Act .They must be briefed on and adhere to Eskom’s Safety Standards and Procedures

Guards must undergo breathalyser training and be competent to administer the breathalyser screening to employees and contractors that enter the site.

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8.6 RESPONSE TO EMERGENCIES

An “emergency” is any incident or actions that require the evacuation of a site/ affected area:

Assist in emergency situations as instructed by the Supervisor/ Manager as per site specific emergency plans

Assist in executing the evacuation procedures as applicable to the site

Ensure that all persons, employees, information and assets are protected

Appropriate training in safety evacuation and emergency procedures

Emergency contact numbers must be made available by Supervisor/ SM and must be displayed in the guard houses and control rooms.

8.7 EQUIPMENT TO BE SUPPLIED BY THE SERVICE PROVIDER

o All uniforms- Uniform must reflect company logo and PSIRA ID card. o Uniform issue must include baton, handcuffs, pen, pocket book, flashlight. o Personal protective equipment (PPE) must include bullet proof jacket / vest. o Rain gear. o Hand held radios (base radios)/ Cell phones as specified by Eskom.

Unless stipulated otherwise THE SERVICE PROVIDER shall provide suitable means of communication

to enable the Security Officers to communicate with the police, fire brigade and other emergency

services. Under no circumstances will the SERVICE PROVIDER's or their personnel be allowed to use

the telephones on the site for personal calls. THE SERVICE PROVIDER will be responsible for any

personal calls made by its staff and the costs incurred as a result thereof will be paid by the SERVICE

PROVIDER to ESKOM.

8.7.1.1 Specifications for guard houses

1. No wooden guard huts will be allowed on site.

2. The following specifications must be adhered to:

Wall – Chromadek about 2.4 meters

Flooring – industrial vinyl

Door – chromadek stale door with handle and key

Step required at door

Electrical – Fluorescent light, light switch, double plug, tier p/skirting

Table – built in table at door side of guard house

Two chairs

Fire extinguisher

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Ceiling fan

Windows must be at least 900 by 1200 at all sides (4) sliding

Veranda 2.4m by 1m.

The guard hut must be maintained at all times and in a safe condition.

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9. SECURITY PATROL DOGS

The Service Provider shall have a proven track record of providing similar services. The Service Provider

shall provide, with his tender, the Curriculum Vitae (CVs) of the company (or outsourced) canine training

centre management and instructors. The Service Provider shall have onsite canine kennels, food,

veterinary services, training facilities, training material and aids, as well as logistical support to

accommodate and canines and handlers during training (at the Service Provider’s facility). The onsite

veterinary services shall at least include the services of a veterinary assistant. The horses and canines

will be kept on site where agreed and arranged with the Eskom security manager.The Service Provider

shall provide, with his tender, a proposed quality and compliance assurance plan which addresses

Training and refresher training with , canines and handlers in accordance to the relevant

legislation and comprehensive management practices.

The Service Provider possessing the necessary permits for acquiring and storing the training aids

required for the training of canines.

The Service Provider shall provide, with his tender, the proposed criteria for screening and

deploying dog handlers

The Service Provider shall provide, with his tender, the proposed training curriculum to be used

during the execution of the services.

Specifications applicable to canines

All canines shall have positive identification (microchip).

The canines deployed to the Eskom facility may be either male or female.

All female canines shall be spayed.

All canines shall be between fourteen (14) months and thirty - six (36) months of age at the time

of delivery to the Eskom facility

The canine’s height, weight and build shall be proportionate.

All canines shall have a skin and coat suitable to working in a harsh environment e.g. no light skin

pigmentation.

All canines shall be free of any congenital abnormalities and shall have no physical, mental or

social anomalies the canine shall be replaced by the Service Provider at no additional cost to

Eskom.

All canines shall have no damaged and broken teeth.

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All canines shall be free of disease, allergies and external parasites.

All canines shall be vaccinated and deworming shall be up to date.

Canine ears shall not be cropped.

Canine tails shall not be docked.

All canines shall be made available to Eskom security, for inspection and selection purposes,

before deployment

The Service Provider should have a larger than required population (at least 10% larger) of

canines available for deployment purposes.

All proposed canines shall be examined by a South African Veterinary Council registered

veterinarian who needs to certify that the canine is in satisfactory health.

This examination shall be at the cost of the Service Provider.

The health history which includes all veterinary records, x-rays and laboratory test results, as well

as the completed vaccination record of the canine shall be provided to Eskom security upon

delivery of the canine.

The Service Provider shall provide to Eskom security, as part of tender specifications, a full list of

all aspects that will be evaluated to determine the medical history.

All canines shall have a sound temperament and be properly socialised in respect of obedience;

travelling in vehicles and aircraft; and working in the proximity of wild animals in a bush

environment.

All canines shall be assessed for noise phobia, with the focus on gun shyness and operational

hazards such as aircraft noise, and shall be able to work in these noisy environments.

The Service Provider shall provide a warrantee in terms of the work performance of canines,

including behavioural problems such as unpredictable aggression amongst all canines procured.

Should the canine develop any social or psychological problems within twelve (12) months after

delivery, the Service Provider shall attempt to retrain the horse or canine. Should the horse/

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canine not be retrain-able, the Service provider shall replace the animal and conduct the training

of both the animal and the handler at no additional cost to Eskom.

9.1.1 Screening, training and selection

The Service Provider shall screen and make recommendations on suitable candidates for dog handler training focused on the suitability of the dog handler to work with dogs.

The dog handler candidates shall be provided to Eskom security.

Dog handler screening shall be scheduled in parallel with canine selection to ensure that dog

handler training can commence in a timely manner.

9.1.2 Dog handler training

The Service Provider shall have a South African certified assessor present and involved in the pairing of the horse and the canine; and the handler during the initial phase of the training.

The training shall be SASSETA accredited.

Training shall be provided at the SASSETA Dog Handler Levels 1-5 for tracker/patrol canine handlers.

A SASSETA registered training institute certificate shall be issued to each handler on successful completion of the training.

Eskom security and/or their representatives shall be allowed unrestricted access to the training facility and training classes whilst the canine and dog handler training is in progress.

10. EQUIPMENT TO BE SUPPLIED BY ESKOM

Any additional PPE required as per Eskom standards will be provided by Eskom.

Eskom reserves the right to contract an external assessor to assess firearm and physical training capabilities.

Eskom will supply the company with a Physical fitness and firearm training standard.

SABS approved Bullet Trap to be at various sites were required.

ESKOM'S property supplied to THE SERVICE PROVIDER for the execution of their duties remains the property of ESKOM and will at any time be available for inspection by an ESKOM REPRESENTATIVE. Any such property in the possession of THE SERVICE PROVIDER on completion of the AGREEMENT will be returned to ESKOM in the same workable condition that it was handed to the SERVICE PROVIDER.

THE SERVICE PROVIDER will be responsible at all times for any loss of or damage to ESKOM property in his possession, and if required the SERVICE PROVIDER will furnish such security for the payment of any such loss or damage as ESKOM may require.

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10.1.1.1 RESPONSIBILITIES OF THE SITE REPRESENTATIVE

The assigned person is responsible for, but not limited to:

o Company liaison on site dealing with all aspects of the contract.

o Ensure that shift complement is motivated.

o Ensure that the shift times are adhered to, including appropriate shift hand over time.

o Ensure that all personnel are fully equipped.

o Attend to company human resources problems.

o Address operational grievances with Eskom supervisors.

o Ensure that safe and reliable home-work-home transport is available for all shifts.

o Liaise with Eskom supervisors to schedule staff for on-job training.

o Address complaints raised by Security Management within 12 hours.

o Daily interfaces with Security Management with respect to operational contractual issues as well as service provider staff performance.

o Attend contract safety forums. The site representative, or designated person, should act as Safety Representative for the company.

o To inspect shifts during shift parades and submit a shift list to the Eskom Supervisor including the PSIRA registration number of all staff on duty.

11. LEGAL COMPLIANCE

11.1 SECTION 37(2) (LEGAL) AGREEMENT

A section 37(2) agreement must be signed between Eskom KZN-OU and the principal contractor at the time of awarding the contract. The principal contractor must ensure that a section 37(2) agreement is compiled between the principal contractor and all their appointed contractors for the contract.

The original copy of the section 37(2) agreement must be retained by the contractor and a copy retained by the responsible project manager.

A copy of all the agreements must form part of the respective contractor’s SHE file.

11.2 HAZARDOUS WORK BY CHILDREN (CHILD LABOUR)

The constitution of the Republic of South Africa, in the “Bill of Rights” is clear on the rights of children, especially when it comes to:

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1. being protected from exploitative labour practices;

2. not to be required or permitted to perform work or provide services that

i. are inappropriate for a person of that child’s age; or

ii. place at risk the child’s well-being, education, physical or mental health or spiritual, moral or social

development and the Basic Conditions of Employment Act, Chapter six Section 43 “Prohibition of

employment of children”.

Before resorting to the use of child labour, due consideration must be given to the rights of the child in terms of the constitution. Where work is being performed which is not prohibited in terms of the constitution, then such work must be conducted in terms of the OHS Act “Regulations on Hazardous Work by Children in South Africa” with emphasis on paragraph 2 Purpose and Interpretation. Eskom does not condone the use of child labour and therefore all effort must be exercised and child labour should not be used.

11.3 OHS ACT

The principal contractor and appointed contractors shall have an up to date copy of the OHS Act and regulations which will be available to all employees.

11.4 LEGISLATIVE COMPLIANCE

All contractors will comply with all the legislation pertaining to this contract being:

The Constitution of the Republic of South Africa (particularly Section 24 of the Bill of Rights).

Occupational Health and Safety Act 1993 (Act 85 of 1993) and its Regulations.

Compensation for Occupational Injures and Diseases Act.

National Environmental Management Act 107 of 1998.

National Road Traffic Act 93 of 1996.

11.5 ESKOM REQUIREMENTS

All contractors shall, before commencement of the project ensure that all their employees are familiar with the relevant Eskom KZN-OU SHE documentation that is applicable to contract services.

11.6 APPOINTMENT OF A CONTRACTOR

The principal contractor will be appointed by Eskom KZN-OU on the awarding of the contract and will be responsible and accountable for all legislative and Eskom KZN-OU requirements for the duration of the contract.

The principal contractor may appoint contractors to assist in the contract. All appointments shall be done in writing and will form part of the SHE plan that is required to be submitted to Eskom KZN-OU. Adequate training and instruction must be given to the appointees and the principal contractor must ensure that all the appointed contractors understand their roles and responsibilities.

Note: Copies of contractor appointments must be kept in the respective SHE file.

11.7 SHE POLICY

A SHE policy is a statement of intent and a commitment by the organisation’s CE and senior management in relation to the relevant SHE roles and responsibilities, the achievement of their strategic objectives, values of integrity, customer satisfaction, excellence, and innovation. The principal contractor and all appointed contractors, if already not in place, will be required to compile an organisational SHE policy in line with their SHE responsibilities. The policy must be signed by the organisation’s CE or the appointed assistant to the CE OHS Act Section 16(2). The policy must be displayed in a prominent place

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within the workplace. A copy of the policy must be filed in the contractor SHE files and attached as an annexure in the SHE Plan.

11.8 COID

The principal contractor and all his/her appointed contractors shall be registered with an appropriate employment compensation commissioner and have available a valid letter of good standing (LoG) from such commissioner. The obligation lies with the contractors to ensure that the LoG remain valid throughout the contract period. A copy of the LoG must be filed in the contractor SHE files.

11.9 ESKOM LIFE-SAVING RULES

1. Eskom KZN-OU views health and safety in high esteem and encourages that any organisation who performs work for Eskom in adopt the same view.

2. Five Life-saving rules have been developed that will apply to all Eskom Employees, agents, consultants, and contractors. Failure to adhere to these rules by any Eskom employee or employee of a Principal Contractor or appointed contractor will be considered a serious transgression. These rules are being implemented to prevent serious injury or death of any employee, labour broker or contractor working in any area within Eskom.

3. If any contractual work will be performed on any Eskom premises (including delivery of any product), then the rules shall be obeyed by any contractor and their employees.

4. The rules are:

RULE DESCRIPTION OF RULE

Rule 1 OPEN, ISOLATE, TEST, EARTH, BOND, AND/OR INSULATE BEFORE TOUCH

( That is plant, any plant operating above 1000 V)

Rule 2

HOOK UP AT HEIGHTS

Working at height is defined as any work performed above a stable work surface or where a person puts himself/herself in a position where he/she exposes himself/herself to a fall from or into.

Rule 3

BUCKLE UP

No person may drive any vehicle on Eskom business and/or on Eskom premises:

Unless the driver and all passengers are wearing seat belts.

Rule 4 BE SOBER

No person is allowed to be under the influence of intoxicating liquor or drugs while on duty

Rule 5

PERMIT TO WORK

Where an authorisation limitation exists, no person shall work without the required permit to work.

5. Eskom KZN-OU will take a stance of zero tolerance on these rules.

6. Non-compliance to a Life Saving rule will be considered serious misconduct and will lead to serious disciplinary action, which may include dismissal.

7. This is to ensure that every person who works on or visits an Eskom KZN-OU returns home safely to his or her family and Eskom requirements.

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11.10 SUBSTANCE ABUSE

1. Alcohol and substance abuse poses a significant threat to any business, more so in industrial incidents and the driving of vehicles. Eskom is therefore, entitled to take reasonable steps to ensure that intoxicated persons are identified and prevented from entering Eskom KZN-OU.

2. General Safety Regulation 2A is clear on the legal stance regarding intoxication.

3. The alcohol and drug permissible level is 0%.

4. All contractors shall comply with Eskom’s procedure 32-37 (“Substance Abuse Procedure”), taking in to account that this is an Eskom Life-saving Rule number 4: BE SOBER”), this means anyone entering the Eskom Hendrina Power Station will be subjected to ad hoc alcohol testing.

5. Contractors are encouraged to compile their own manual and to carry out regular alcohol testing of their own employees. The legislative alcohol level is deemed to be zero.

6. Test records must be treated as “Confidential” and filed in the employees’ personal file.

11.11 OCCUPATIONAL HEALTH, HYGIENE AND REHABILITATION

1. All contractors are required to develop an Occupational Health, Hygiene and Rehabilitation program. The program is intended to ensure that the risks to health are identified and controlled.

11.11.1 Medicals

Note: Eskom Hendrina will only accept medical surveillances conducted by an Occupational Health Practitioner who holds a qualification in occupational health.

1. Principle contractors must ensure that their employees and their appointed contractor employees have a medical surveillance program whereby their employees under go entry, periodic and exit medical fitness examinations.

2. In order for the appropriate medical examinations to be conducted, each employee must have a man job specification, which must indicate the description of work, list of hazards and potential occupational exposure limits, physical hazards and required physical attributes.

3. Medical fitness certificates shall be renewed annually for employees who are working on site. This shall be maintained until completion of the contract.

4. The Principal Contractor must ensure that his / her employees and appointed contractor employees have undergone pre-entry medical examination before starting work on the contract.

5. The principal contractor shall provide a documented process for managing those employees who are issued with a conditional certificate of fitness.

11.12 APPOINTMENTS

For the duration of the contract, the principal contractor and all appointed contractors shall appoint competent employees who will meet the requirements of the OHS Act. Where appointments are made, contractors shall ensure that the appointees have been suitably trained and or informed of their responsibilities before getting them to accept such appointment. The relevant statutory appointments shall be made in accordance with the requirements of the OHS Act which includes the requirement of a competent person being appointed in the relevant roles. The statutory appointments should include but not limited to: Fire Fighter and Evacuation warden, First Aider, incident investigator, risk assessor, SHE representative, project supervisor or project manager and 16(2) appointments.

11.13 ROLES AND RESPONSIBILITIES

All contractors are required to list employee’s roles and responsibilities pertaining to the contract.

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11.14 RISK ASSESSMENTS

It is a legal requirement in terms of Section 8 (2)(d) of the OHS Act for an employer to carry out risk assessments, to establish which risks and hazards are attached to the health and safety of persons due to any work which is performed, any article or substance which is, handled, stored, transported. A risk assessment is defined as an identification of the hazards present in an organisation and an estimate of the extent of the risks involved, taking into account whatever precautions are already being taken. It is essentially a three stage process:

identification of all hazards;

evaluation of the risks;

Measures to control the risks.

Risk assessments are required to be maintained. This means that significant changes to a process or activity, or any new process or activity should be subjected to a risk assessment and that if new hazards come to light during the work process, then these should also be subjected to risk assessments. Risk assessments for long term processes should be periodically reviewed and updated. Method statements or written safe work procedures are an effective method as information and record of the way jobs / tasks must be performed. Daily or issue based or task specific or on the job risk assessments must be conducted at the place where work is to be performed/ conducted to allow managers and employees to assess any inherent risks that could have been overlooked during the initial risk assessment or any changes that might have occurred in a period of absence. For example if a job / task is extended over a day or halted due to inclement weather.

11.15 PERSONAL PROTECTIVE EQUIPMENT REQUIREMENTS

1. The Principal contractor must provide a detailed programme that includes the issuing, maintenance and replacement of PPE for all his employees and appointed contractors on site.

2. All contractors shall comply with the requirements of GSR 2 of the OHS Act.

3. The risk based PPE matrix must be compiled detailing the types of PPE that is required to be issued to employees performing the respective tasks.

4. Where there are unusual instances where particular activities require additional type of PPE, then a risk assessment must be conducted where such PPE requirements will be identified and the issuing be carried out.

5. All contractors shall ensure that their visitors wear and use the correct PPE whilst on worksites.

6. Where PPE is required and visitors are not in possession of, then it is the individual contractor’s responsibility to provide the PPE.

7. All PPE purchased and used by all contractor employees including visitors must comply with the relevant SANS standards.

8. Where deemed as a requirement, then high visibility vests shall be worn.

11.16 INCIDENT INVESTIGATION

All incidents shall be investigated in terms of OHS Act General Administrative Regulations 8 and 9, using Eskom Procedure 32-95 as a reference, and where injuries as contemplated in sections 24 and 25 have been sustained, be reported to the Department of Labour.

Contractors shall use the standard General Administrative Regulation Annexure 1 “Recording of an Incident” form for all incident investigation reports. The objective of incident investigation, should not only be a legal requirement, but should establish why and how the incident occurred and find out the real root cause of the incident and to decide on precautionary measures that are required to address the root cause to prevent any further recurrences of the same or similar incidents.

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11.17 EMERGENCY MANAGEMENT

The art of emergency preparedness and response is to minimise the effects of any emergency and to restore normal activities as soon as practical. The contractor must familiarise themselves with the Eskom Hendrina’s emergency response plan and procedure. Periodic emergency drills must be undertaken to test the effectiveness of the plan. This must be recorded and provided on request.

11.17.1 Non Conformance and Compliance

1. Any non-compliance to any health and safety requirement in this SHE specification is subject to discipline in terms of the Eskom Procurement and Supply Management Procedure.

2. Principal contractors are required to implement a non-conformance procedure (if not already in place) for issuing to contractors for transgressions. The procedure can include “quality” related non-conformance issues. Similarly, appointed contractors must implement a non-conformance procedure.

3. The procedure for the issuing and closing off of non-conformance reports shall be strictly adhered to.

4. Contractor project management must monitor the close out non-conformances issued, in not doing so, any recommendations made may not be implemented.

5. Where non-conformances are issued by Eskom KZN-OU, then one of the close-out steps of the procedure will be for the offender to be called by the responsible project manager to explain the non-conformance issued and what plan is in place to prevent a recurrence of the non-conformance.

6. Should the contractor fail to provide adequate PPE to their employees for the tasks being performed and/or to visitors; failure to enforce the wearing of such PPE will be viewed as a transgression of the legislative and Eskom requirements.

Title: Unique Identifier: 240-73198256 Security … SHE... · Security Management Specification ......

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