Schedule 6 Facilities Management Specifications (Clean) For Public Comment

SCHEDULE 6
PART 1 B
PUBLIC PRIVATE PARTNERSHIP FOR THE FINANCE, DESIGN,

CONSTRUCTION, OPERATION AND MAINTENANCE OF A
SUITABLE AND SUSTAINABLE WORKING ENVIRONMENT FOR
THE CITY OF TSHWANE
FACILITIES MANAGEMENT
SPECIFICATION
PPP Agreement
Schedule 6 Part 1 B: Facilities Management Specifications
TABLE OF CONTENTS
PARAGRAPH
NUMBER
NUMBER
DESCRIPTION
PAGE
FACILITIES MANAGEMENT FRAMEWORK...................................................12

1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
INTRODUCTION......................................................................................................12
SERVICE PROVISION APPROACH........................................................................12
RESPONSIVENESS FRAMEWORK AND MEASUREMENTS.................................15
GOOD INDUSTRY PRACTICE................................................................................16
TRAINING................................................................................................................16
WELCOME PACK....................................................................................................16
HOUSE RULES AND POLICY DOCUMENT............................................................17
OCCUPATION AND USE OF THE FACILITIES........................................................17
FACILITIES MANAGEMENT REQUIREMENTS..............................................18

2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
EXCLUSIVITY.......................................................................................................... 18
SERVICE DESK.......................................................................................................18
SERVICE DEFINITION AND SERVICE OUTPUT REQUIREMENTS IN RESPECT
OF OTHER SERVICES............................................................................................18
OF HARD FM SERVICES........................................................................................28
VALUE ADDED SERVICES......................................................................................32
GENERAL................................................................................................................33
OCCUPATIONAL HEALTH AND SAFETY ACT (OHASA)........................................34
ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)..............................................34
INFORMATION AND TELECOMMUNICATION TECHNOLOGY..............................34
PERFORMANCE MONITORING.......................................................................35
3.1
PERFORMANCE MONITORING APPROACH.........................................................35
PERFORMANCE DEDUCTIONS AND WARNING NOTICES..........................36
SERVICE DELIVERY PLANS............................................................................37

5.1
5.2
5.3
PREPARATION OF SERVICE DELIVERY PLANS...................................................37

INITIAL SERVICE DELIVERY PLANS......................................................................37
REVISION OF SERVICE DELIVERY PLANS...........................................................37
PPP Agreement
ANNEXES
ANNEX A: SPACE CATEGORY SUMMARY............................................................38
ANNEX B: SERVICE LEVEL MATRIX......................................................................40
ANNEX C: HOUSE RULES AND POLICY DOCUMENT..........................................41
ANNEX D: SERVICE DESK PROCEDURE..............................................................42
ANNEX E: PRIVATE PARTY SPACE ALLOCATION................................................43
ANNEX F: REPLACEMENT PROGRAMME.............................................................44
ANNEX G: INITIAL SERVICE DELIVERY PLANS...................................................45
PPP Agreement
INTERPRETATION
In this Schedule 6, Part 1 B unless the context indicates otherwise, terms defined in the PPP
Agreement which are used herein shall have the meaning given to them in the PPP
Agreement. The rules of interpretation as set out in Schedule 1 (Interpretation) of the PPP
Agreement shall apply to this Schedule. The following terms shall have the following
meanings:
Acclimatisation Period
has the meaning ascribed to such term in clause 34.2.2 of

the PPP Agreement.
Additional Costs
Has the meaning ascribed to such term in Schedule 13

(Performance Standards and Payment Mechanism).
Asset Management Service
The Hard FM Service defined in clause 2.171.
Back-up Generator and UPS

Maintenance
BMS
Building Management System.
Building Fabric Maintenance
Business Continuity
The continuation of the CoTs core business at the

Facilities.
Churn
and
Furniture
Management Service
The Other Service defined in clause 2.111.
Cleaning and Hygiene Service
Close / Closure
The closure of a Log on the Service Desk in accordance

with the Service Desk Procedures.
Conference
and
Training
Facilities related Services
Criticality 1 Service Level
Has the meaning and definition ascribed to such term in

the Service Level Table.



PPP Agreement

Decant Phase
3 (three) months starting the day after the expiry of the

Acclimatisation Period;.
Electrical System Maintenance
Eskom
Eskom Holdings Limited, a public company registered in

accordance with the laws of South Africa having
registration number 2002/015527/06.
Essential Function
A function required for Business Continuity as detailed in

clause 1.16.
Facilities
Specifications
Management
This document entitled Schedule 6 Part 1 B: Facilities

Management Specification, including the Annexes
attached hereto.
Facilities Management System /

FMS
Refers to the integrated facilities management information

system implemented by the Private Party and/or its
subcontractors in relation to the Services;
Fire Detection and Protection

System Maintenance
Fire Emergency Management

Service
FM
Facilities Management.
Food Aid Service
Functional
Request
Availability
Hard FM Services
Work

Refers to:
a)
the Technical Security Service;
b)
the Utilities Management Service;
c)
Heating,
Ventilation
Maintenance;
d)
Electrical System Maintenance;
e)
Back-up Generator and UPS Maintenance ;
f)
Building Fabric Maintenance;
g)
Fire Detection and Protection System Maintenance
and
Air-Conditioning
PPP Agreement
and
h)
the Asset Management Service.
Heating, Ventilation and AirConditioning Maintenance
House Rules
The house rules and policy document attached as Annex

C, as amended from time to time by written agreement
between the CoT and the Private Party.
HVAC
Heating, ventilating and air conditioning.
Initial Phase
A 6 (six) month period expiring on expiry of the Decant

Phase which period includes the Acclimatisation Period
and the Decant Phase;
Internal Plants Service
Landscape,
Gardens
and
Ground Maintenance Service
Log / Logging / Logged
Means either
a)
The notification of a Work Request relating to the

Services to the Service Desk by a CoT employee,
CoT client or CoT visitor in accordance with, and in
compliance with, the Service Desk Procedures; or
b)
The recording by the Service Desk of a change in

any Work Request Status;
Main Core Space
The entire Facilities or one of its [Blocks]1.
Major Move
The movement of CoT employees within the Facilities at

the request of the CoT that does not meet the
requirements set out in clause 2.115.
Management Review Meeting
Monthly operational meeting between the CoT and the

Private Party for the purposes of Performance Monitoring.
Medical
Management
Emergency
Minimum Information Security

Standards
An official policy document on information security in South

Africa published pursuant to Government Gazette number
23992 on 1 November 2002, in terms of section 41 of the
Public Service Act 103 of 1994.
Minor Move
The movement of CoT employees within the Facilities at

the request of the CoT that meets the requirements set out
Subject to finalisation of sectional completion discussions during public comment
PPP Agreement
in clause 2.115.
Mission Critical Service Level

NADCA
National Air Duct Cleaners Association.
National Air
Association
Duct
Cleaners
A non-profit association of companies engaged in the

assessment, cleaning and restoration of HVAC systems as
well as the publishing of HVAC industry standards and
guidelines.
Operational Phase
The period commencing the day after the day on which the
Initial Phase expires to the end of the Service Period.
Original
Equipment
Manufacturers / OEM
Refers to manufacturers of equipment that provide the

original product design and materials for the assembly and
manufacture of such equipment and who are directly
responsible for manufacturing such equipment and making
them commercially available.
Other Services
Refers to:
i)
the Cleaning and Hygiene Service;
j)
the Pest Control Service;
k)
the Waste Management Service;
l)
the Landscape, Gardens and Ground Maintenance

Service;
m)
the Internal Plants Service;
n)
the Conference and Training Facilities related

Services;
o)
the Parking Management Service;
p)
the Portering and Messenger Service;
q)
the Medical Emergency Management;
r)
the Physical Security Service;
s)
the Food Aid Service; and
t)
the Fire Emergency Management Service.
Parking Management Service
Pass-through Cost
Has the meaning ascribed thereto in Schedule 13
PPP Agreement

Penalty Table

Performance Deductions

Performance Manager
The person(s) appointed by the CoT to oversee the

implementation of the FMS for Performance Monitoring
purposes.
Performance Failure
A failure by the Private Party to provide a Service in

respect of a specific Space Category in compliance with
the applicable Service Output Requirements, in
circumstances where the Service is identified in the
Service Level Matrix as a Service which is to be provided
in respect of such Space Category.
Performance Monitoring
Refers to the systems set out in Part 4 of Schedule 13

(Performance Standards and Payment Mechanism) to
monitor the delivery of the Services by the Private Party.
Pest Control Service
Physical Security Services
Planned
Maintenance
Maintenance carried out on a scheduled basis or

according to OEM specifications in accordance with a
Planned Service Schedule in the hope of preventing major
Performance Failures. It is proactive in nature.
Preventative
Planned Service Schedule
A service schedule relating to a specific Service

established by the Private Party and programmed into the
FMS which service schedule details any programmed or
planned recurring activities relating to such Service.
Portering
Service
The Other Service defined in clause .
and
Messenger
Private Party Employees
All persons employed by the Private Party or the

Subcontractors.
PSIRA
Private Security Industry Regulatory Authority, a juristic

person established in terms of the Private Security Industry
Regulation Act 56 of 2001 to regulate the private security
industry and to exercise effective control over the practice
of the occupation of security service provider in the public
and national interest and the interest of the private security
industry itself.
Reactive
Performance
Work

8
PPP Agreement
Request
(Performance Standards and Payment Mechanism);
Responsiveness Table

(Performance Standards and Payment Mechanism);
Restoration and/or Resolution

Period
Has the definition assigned to it in Schedule 13

Run to Fail
Term used to describe a Service required only when

something goes wrong i.e. reacting to a problem only when
it occurs. No proactive approach is linked to this term, e.g.
if a Space Category is linked to Criticality 5 Service Level
for HVAC, then response will be provided only when this
function fails and is reported.
SAIDSA
South African Intruder Detection Services Association,

which is an association of service providers of security
systems with the objective of maintaining quality and
standards of electronic security in South Africa.
Scheduled Work Request
Has the definition assigned to it in Schedule 13

Service Delivery Plan
Has the meaning ascribed to such term in clause 5.1.
Service Desk
The service desk established by the Private Party in

compliance with the Service Output Requirements to
provide the functions set out in clause 2.2.
Service Desk Procedures
The procedures attached hereto as Annex D.
Service Level
Means either a Mission Critical Service Level, Criticality 1

Service Level, Criticality 2 Service Level, Criticality 3
Service Level, Criticality 4 Service Level or Criticality 5
Service Level.
Service Level Matrix
The matrix attached as Annex B which details the Services

to be provided in respect of each Space Category and
assigning Service Levels to Services to be provided in
relation to each Space Category.
Service Level Table
Refers to the Service Level Table in clause 1.14
Service Output Requirements
The Service requirements set out in clauses 2.12 and

2.134.
Services
The Hard FM Services and the Other Services;
Space
An individual space within the Facilities detailed under the

headings Main Core Space (MCS), Work Space (WAS),
Support Space (SS), Core Space (CS), Special Space
PPP Agreement
SPS) or Unique Special Spaces (USS) in Annex A.

Space Category
The various categories of Spaces as categorised and

described in Annex A.
Technical Security Service
UPS
Uninterrupted power supply.
Utilities
Electricity, water, gas and other utility services to the

Facilities, sanitation, the service and facility of discharging
waste and storm water and sewage from the Facilities and
Site, and fuel in respect of generators, but excluding
telecommunications which shall be the responsibility of the
CoT.
Utilities Management Service
VIP
Very important persons.
Warning Notice
Has the meaning ascribed to such term in of Schedule 13

Waste Management Service
Work Request
A Functional Availability Work Request, a Reactive

Performance Work Request, a Scheduled Work Request
or a Mission Critical Work Request, as the context may
require, that is Logged with the Service Desk.
Work Request Status
Statuses which manage the work flow for a Work Request

as assigned by the Service Desk;
Working Hours
10 hours on each Business Day, being the hours between

7:00 to 17h00 .
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PPP Agreement
FACILITIES MANAGEMENT FRAMEWORK
1.1
INTRODUCTION
1.2
Service approach and general requirements relating to the Services

This Clause 1 details the overall approach regarding the provision and delivery of
the Services and general requirements applicable to the Services.
1.3
Scope of Services and Service Levels
1.4
Clause 2 defines the respective Services and details the Service Output
Requirements relating to the Services.
1.5
Annex A defines the Spaces and Space Categories;
1.6
The Service Level Matrix (Annex B):
1.7
details what Services must be provided by the Private Party in the different Space
Categories; and
1.8
assigns a Service Level that will apply in respect of each Service to be provided in
the Spaces within a Space Category.
1.9
Performance Management
Schedule 13 (Performance Standards and Payment Mechanism) details the
consequences of non-performance and the performance monitoring provisions.
1.10
SERVICE PROVISION APPROACH
1.11
Working Hours
The Services must be provided during the Working Hours, with the exception of :
1.12
Service relating to Essential Functions, which must be provided on a 24 hour / 7

days per week basis, if required;
1.13
instances of Service provision where the Private Party may deem it practical to
provide the Services outside of the Working Hours.
1.14
Service Levels and definitions

The Service Levels are defined as Mission Critical Service Level, Criticality 1
Service Level, Criticality 2 Service Level, Criticality 3 Service Level, Criticality 4
Service Level and Criticality 5 Service Level. The Service Levels are defined in
the following table (the Service Level Table) :
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PPP Agreement
Service Level
Mission Critical
Service Level
Service Level Definition

A Mission Critical Service Level shall be assigned to Work Requests relating to :
Performance Failures which result in a life or death situation;
Performance Failures which result in major damage to Project Assets which
will directly impact the availability and performance of Essential Functions; and
such other types of mission critical Performance Failures as may be agreed in
writing between the Parties from time to time.
No Restoration and/or Resolution Period applies to Work Requests which have

been assigned a Mission Critical Service Level. Immediate response is required
in respect of such Work Requests.
Criticality 1 Service This Service Level applies to Services provided in respect of Essential Functions
Level
which have system redundancy, reserve capacity and real time monitoring via the
BMS built in as part of the design of such functions; and which:
require on-site maintenance and support during Working Hours and standby
support outside of Working Hours;
are to be performed by highly qualified personnel or supervised by one;
require on-site critical spares holding;
require Planned Preventative Maintenance programmes (Hard FM Services)
and Scheduled Services (Other Services) to be implemented. ).
Criticality 2 Service This Service Level applies to Services supporting work area utility and staff
Level
member productivity and:
which have some degree of built-in redundancy and reserve capacity built in
as part of the design
which require maintenance and support only during Working Hours;
which require limited on-site spares holding;
which require Planned Preventative Maintenance (Hard FM Services) and
Scheduled Services (Other Services) to be implemented; and
in respect of which the work area utility and staff member productivity within a
specific Space will be materially and negatively impacted if a Work Request
relating to a Performance Failure relating to such Service is not Closed within
1 Working Hour of the Work Request being Logged with the Service Desk.
Level
as part of the design;
which require maintenance and support only during Working Hours
relating to a Performance Failure relating to such Service is Closed more than
3 Working Hours after the Work Request being Logged with the Service Desk.
.
Level
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PPP Agreement
Service Level
Service Level Definition

as part of the design;
which require maintenance and support only during Working Hours
relating to a Performance Failure relating to such Service is Closed more than
5 Working Hours after the Work Request being Logged with the Service Desk.
Criticality 5 Service This Service Level applies to Services and/or Work Requests to which none of the
Level
Service Level definitions above apply.
1.15
Compliance with Laws

In respect of every Service the Spaces and installations within such Spaces shall
be maintained in compliance with all applicable Laws.
1.16
Essential Functions
The functions required for Business Continuity are power, cooling, fire protection
and prevention systems and those functions relating to Space Categories which
have been assigned a Criticality 1 Service Level in terms of the Service Level
Matrix.
1.17
Services required in each Space Category and Service Levels applicable to

the Services to be provided in respect of each Space Category
1.18
The Services required in respect of each Space Category within the Facilities are
indicated in the Service Level Matrix. Where the Service Level Matrix indicates that
a Service must be provided in respect of a specific Space Category, such Service
shall be provided in respect of each Space within such Space Category.
1.19
The Service Level Matrix assigns a Criticality 1 Service Level, Criticality 2 Service
Level, Criticality 3 Service Level, Criticality 4 Service level or a Criticality 5 Service
Level to each Service to be provided in respect of each Space Category.
1.20
The CoT reserves the right at any given time, subject to the remaining provisions of
this clause 1.20, to change Service Levels assigned to Space Categories either
upwards or downwards with the intent to balance the cost with other revised Service
Levels in other Space Categories thus not affecting the Unitary Payment in any way.
This will be done officially through the Management Review Meeting and any
changes shall be subject to both Parties agreeing to the changes in writing. If any
changes are agreed relating to Service Levels assigned to Space Categories, the
Parties shall agree on any changes to the value of TS for each FA Service Level
Category for purposes of clause 19.3.2 of Schedule 13 (Performance Standards and
Payment Mechanism).
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PPP Agreement
1.21
All Work Requests relating to a specific Space Category shall automatically be

assigned the applicable Service Level relating to such Space Category as detailed in
the Service Level Matrix. However, if the Work Request impacts on the Main Core
Space, then the Service Level assigned to the Main Core Space per the Service
Level Matrix will be assigned to the Work Request.
1.22
If it is not possible to assign a Service Level as contemplated in clause 1.21 in

respect of a specific Work Request the Service Desk personnel will be trained to
evaluate incidents and, subject to clause 1.23, shall allocate Service Levels with the
consultation of the Performance Manager with reference to the Service Level
definitions contained in the Service Level Table. In the event of unavailability of the
Performance Manager, the Service Desk personnel will manually allocate Service
Levels but will be subject to auditing and review by the Performance Manager.
1.23
If a Performance Failure meets the requirements of a Mission Critical Service Level

a Mission Critical Service Level shall be allocated to the Work Request relating to
such Performance Failure. A Mission Critical Service Level may only be allocated by
agreement between the Private Party and the CoT.
1.24
RESPONSIVENESS FRAMEWORK AND MEASUREMENTS
1.25
Restoration and/or Resolution Period

All Functional Availability Work Requests and Reactive Performance Work
Requests will be measured on responsiveness by the Private Party according to
the applicable Restoration and/or Resolution Periods based on the Service Level
assigned to the Work Request.
1.26
Logging of Work Requests
1.27
All Work Requests shall be Logged through the Service Desk in order to allow
proper measurement for Performance Deduction purposes.
1.28
The Work Requests Logged at the Service Desk by the CoT employees shall be
used as measurement data.
1.29
Measurements
The Private Party shall present all measurements relating to Performance
Deductions in an unambiguous manner to the CoT, and shall allow full access to
source information such as Service activation logging details. The Private Party
shall include descriptions for clarification if reasonably necessary or on
reasonable request.
1.30
Accuracy of measurements
All efforts shall be made to calculate the measurements relating to Performance
Deductions as accurately as possible. The CoT will have full rights to audit the
measurements unconditionally, notwithstanding the agreements that audits and
feedback will take place regularly.
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PPP Agreement
1.31
GOOD INDUSTRY PRACTICE

In circumstances where the PPP Agreement requires the Private Party to comply with
Good Industry Practice and/or any other applicable codes or practices and/or South
African Standards, any applicable express standard, code or Service Output
Requirements stipulated in these Facilities Management Specifications shall, where
there is a conflict, take precedence over such general Good Industry Practices and/or
codes and standards.
1.32
TRAINING
1.33
The Private Party shall ensure that the CoT employees will be provided with high
level training and instruction regarding the Project scope and any obligations placed
upon them to allow the Project to be successfully delivered.
1.34
The Private Party shall provide the aforesaid training on an ongoing basis
throughout the life of the PPP Agreement to accommodate staff turnover, refresher
courses or improvements to Service delivery resulting in change to procedures.
1.35
WELCOME PACK
1.36
The Private Party shall produce a booklet or brochure, consistent with the CoTs
corporate branding standards, containing general information regarding the Project
for the benefit of the users of the Facilities. The booklet or brochure shall serve as a
quick reference guide for all staff moving into the Facilities and will include:
1.37
general introduction;
1.38
access to the Site and location map;
1.39
building layout plans;
1.40
Service Desk details;
1.41
facilities available;
1.42
access and security;
1.43
public transport system;
1.44
parking;
1.45
prohibited activities;
1.46
emergency numbers;
1.47
Services and levels of Service; and
1.48
telephone system.
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PPP Agreement
1.49
HOUSE RULES AND POLICY DOCUMENT

The Private Party shall manage and update the House Rules regularly to reflect any
changes in relation to the management and use of the Facilities. Any changes to the
House Rules will be agreed in writing between the Parties. Each Party shall ensure
compliance by its personnel and employees with the House Rules attached hereto as
Annex C.
1.50
OCCUPATION AND USE OF THE FACILITIES
1.51
The CoT shall ensure that the Facilities are only used for office accommodation
purposes and shall ensure that no more than the number of workstations for which
the Facilities have been designed as per Schedule 6 Part 1A are occupied in the
Facilities at any given time, failing which any resultant additional costs incurred by
the Private Party in the provision of the Services, shall constitute a Pass Through
Cost, save where such increase has been implemented as a Variation.
1.52
The CoT shall make the space allocated to the Private Party in Annex E available to
the Private Party free of any charge throughout the Project Term for use in respect of
the Services.
1.53
The CoT shall notify the Private Party in writing, of any aspects relating to the CoTs
statutory duties and functions which will directly impact on the Services.
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PPP Agreement
2.1
FACILITIES MANAGEMENT REQUIREMENTS

EXCLUSIVITY
Save as otherwise provided for in the PPP Agreement, the CoT shall not be entitled to
appoint any third party to undertake works or provide services at the Site which are
the same, or materially the same as the Services and Works forming part of the
Project Deliverables.
2.2
SERVICE DESK
2.3
The Private Party shall provide a Service Desk that is available for:
2.4
24 hours service (online);
2.5
telephone service during Working Hours; and
2.6
emergency service telephone numbers for personnel to attend to after Working

Hours emergencies only,
for the CoT to request the deployment of the Private Party to rectify any
Performance Failures that affects a Space Category and requires rectification in
accordance with the Restoration and/or Resolution Periods.
2.7
The Private Party will ensure that the users are aware of the details of the Service
Desk facility and provide training as to the Service Desk Procedures in accordance
with clause 1.32 above.
2.8
All approvals for requests outside the scope of the Project Deliverables must be
highlighted to any CoT Employee who makes such request.
2.9
The Private Party will be expected to identify requests that will result in Additional
Costs to the CoT and ensure that appropriate authorisation is obtained before such
service/s are carried out.
2.10
Further details relating to the provision of the Service Desk, are contained in the
Service Desk Service Delivery Plan which is contained in Annex G1 hereto.
2.11
Service Desk performance will be measured by including criteria in the Customer

Satisfaction Surveys undertaken in terms of Schedule 13 (Performance Standards
and Payment Mechanism).
2.12

OF OTHER SERVICES
2.13
Cleaning and Hygiene Service
2.14
The Private Party shall provide a scheduled and ad hoc cleaning service at the
Facilities in order to provide a sanitary, clean and tidy environment consistent with
17
PPP Agreement
the CoTs function enabling the CoT employees and others who have reason to visit
the Facilities to use the Facilities conveniently, safely and hygienically. The Private
Party will determine the appropriate tasks and frequencies for the Cleaning and
Hygiene Service to suit the needs of the applicable Space Categories and the
required Service Levels and their definitions, which frequencies and tasks will be
stipulated in the Service Delivery Plan relating to the Cleaning and Hygiene Service.
2.15
The main objective of the Private Party is to maximise the life cycle expectancy of all
Facilities in the undertaking of the Cleaning and Hygiene Services.
2.16
Both the internal and external areas of the Facilities within the Site shall be cleaned
as part of the Cleaning and Hygiene Service.
2.17
Scheduled specialised cleaning shall be provided by the Private Party for both
internal and external areas in accordance with the Service Delivery Plan (Annex G2)
relating to Cleaning and Hygiene Services.
2.18
All hygiene requirements including the complete scope of consumable provisions will
be the responsibility of the Private Party, provided that the provision of condoms
shall fall outside of the scope of the Private Party.
2.19
The Occupational Health and Safety Act, 1993 will apply in the delivery of the
Cleaning and Hygiene Services. The Private Party shall provide the Cleaning and
Hygiene Services in accordance with applicable processes and procedures that are
consistent with Good Industry Practice and compliant with ISO 18000.
2.20
Pest Control Service
2.21
The Private Party shall provide a scheduled pest control service to maintain the
Facilities reasonably free from infestation by pest species of public health
significance or nuisance to the CoT employees and other persons using the
Facilities at all times.
2.22
The Private Party shall deal with any such infestation which may arise so as to
minimise the risk to public health and/or disruption to the operation of the CoT.
Reasonable care shall be taken in providing the Pest Control Service especially
where sprays that are toxic are used.
2.23
The following shall be considered infestation under this Service Requirement, but is
not limited to, infestation by :
2.24
rats;
2.25
mice;
2.26
cockroaches;
2.27
ants;
2.28
moles;
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PPP Agreement
2.29
mites;
2.30
fish moths; and
2.31
woodlice.
2.32
Where there are pigeons or starlings which become pests at the Facilities, any
required bird control service required will constitute an Additional Cost.
2.33
The Private Party shall undertake necessary scheduled pest control surveys and
treatment measures to allow full functionality of the Facilities without unreasonable
disruption due to pest infestation. The Private Party will determine the appropriate
tasks and frequencies for the Pest Control Service to suit the needs of the Space
Categories and the required Service Levels and their definitions, which tasks and
frequencies will be stipulated in the Service Delivery Plan (Annex G3) relating to the
Pest Control Service.
2.34
The CoT expects regular proactive pest control surveys and investigations to be
done for the presence of pest species with a view that the Pest Control Service will
be more preventative rather than reactive.
2.35
The Private Party will be responsible for pest control throughout all areas of the
Facilities.
2.36
The Occupational Health and Safety Act, 1993 and National Environmental
Management Act, 1998 will apply in the delivery of the Pest Control Service and/or
tasks pertaining to the Pest Control Service. The Private Party shall further ensure
that the Pest Control Service is provided in compliance with the requirements of ISO
14001 and 18000.
2.37
Waste Management Service
2.38
The Private Party shall provide a scheduled waste management services to ensure
the safe and legal disposal of all generated waste products from the Facilities and to
consequently maintain a sanitary environment for the CoT employees and other
persons visiting the Facilities from time to time. The Private Party will determine the
appropriate tasks and frequencies for the Waste Management Service to suit the
needs of the applicable Space Categories and the required Service Levels and their
definitions, which tasks and frequencies will be stipulated in the Service Delivery
Plan (Annex G4) relating to the Waste Management Service.
2.39
The Private Party will address the requirements for disposal of waste generated by
the entire Facility including but not limited to wet waste, dry waste and special waste
disposal of florescent tubes. It is specifically recorded that any special waste
disposal required, other than the aforementioned florescent tubes, shall be provided
on an ad hoc basis and shall constitute an Additional Cost.
2.40
The Private Party will comply with all statutory requirements for the safe and
hygienic removal of waste from the Facilities. All statutory documentation with
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PPP Agreement
respect to the Waste Management Service must be retained in order to safe-guard

the CoT in any way.
2.41
The CoT will be responsible for the shredding of any waste that contains confidential
information, prior to such waste being made available to the Private Party for
disposal.
2.42
National Environmental Management Act, 1998 will apply in the delivery of the
services and/or tasks pertaining to the Waste Management Service and the service
will comply with requirements of ISO 14001.
2.43
Landscape, Gardens and Ground Maintenance Service
2.44
The Private Party shall provide a scheduled landscape, gardens and ground
maintenance service in order to ensure that the landscape within the boundary of
the Site are maintained in accordance with applicable standards contemplated in
clause 2.58 below.
2.45
The Landscape. Gardens and Ground Maintenance Service shall involve the
protection and enhancement of habitats for a variety of plants.
2.46
The Landscape, Gardens and Ground Maintenance Service will be provided

throughout the year.
2.47
Soft and hard landscaping areas shall be kept reasonably free of debris and cuttings
so as to avoid the blocking of drainage in such areas. The landscaping shall be
robust and of a good aesthetic standard in accordance with appropriate standards
contemplated in clause 2.58.
2.48
The Private Party will determine the appropriate tasks and frequencies for the
Landscape, Gardens and Ground Maintenance Service which frequencies and tasks
will be stipulated in the Service Delivery Plan (Annex G5) relating to the Landscape,
Gardens and Ground Maintenance Service. The Service Delivery Plan relating to
the Landscape, Gardens and Ground Maintenance Service shall provide an
operational plan relating to the manner of delivery of:
2.49
Lawns and bushes;
2.50
Shrubs and ground covering;
2.51
Trees;
2.52
Pest prevention;
2.53
Container plants;
2.54
Fence line and perimeter;
2.55
Trash Pick-up; and
2.56
Water and irrigation.

20
PPP Agreement
2.57
Management Act, 1998 will apply in the delivery of the Landscape, Gardens and
Ground Maintenance Service and/or tasks pertaining to this Other Service. The
Private Party shall provide the Landscape, Gardens and Ground Maintenance
Service in accordance with applicable processes and procedures consistent with
ISO 14001 and 18000.
2.58
All other regulations under applicable Laws impacting on the Landscape, Gardens
and Ground Maintenance Service will apply including the South African Landscaping
Institutes minimum landscaping specifications.
2.59
Internal Plants Service
2.60
The Private Party shall supply appropriate internal plants at the Facilities that comply
with the Indoor Plants South Africa Associations minimum standards in respect of
indoor plants, but always subject to the available budget of the Private Party or its
Operations Subcontractor.
2.61
The Private Party shall maintain the internal plants in accordance with the Service
Delivery Plan (Annex G6) relating to the Internal Plants Service to ensure that such
plants remain healthy.
2.62
The CoT employees are not permitted to rearrange internal plants.
2.63
Conference and Training Facilities related Services
2.64
The Private Party shall supply the applicable furniture and equipment detailed and
listed in Schedule 6 Part 2A in relation to the conference and training facilities
situated within the Facilities.
2.65
The CoT shall provide any additional furniture and equipment, required by the CoT
in relation to the conference and training facilities, and shall provide all, cutlery,
crockery, glassware and other catering equipment, stationary and other
consumables required by the CoT to enable the CoT to make use of the conference
and training facilities.
2.66
The Private Party shall coordinate the bookings using conference room booking
facilities which the Private Party shall implement in accordance with the Service
Delivery Plan (Annex G7) relating to the Conference and Training Facilities related
Services.
2.67
A charge out rate applicable from time to time, will be levied for the use of such
facility by other government departments and managed by the Private Party in
accordance with the Service Delivery Plan (Annex G7) relating to the Conference
and Training Facilities related Services.
2.68
The Private Party shall provide support for setting up and dismantling of equipment
and facilities relating to functions held by the COT at the Facilities, subject to the
Private Partys available personnel resources from time to time.
21
PPP Agreement
2.69
Parking Management Service
2.70
The Private Party shall:
2.71
accept calls at the Service Desk to reserve VIP parking relating to the Facilities; and
2.72
keep a register of reserved parking within the Site based on information provided by
the CoT from time to time.
2.73
The Private Party shall ensure safety and security of vehicles while at the parking
bays within the Site including the management of unauthorised motorists parking in
reserved or allocated parking bays in accordance with the relevant Service Delivery
Plan (Annex G8) relating to the Parking Management Service.
2.74
The day to day management of parking bays within the Site and collaboration
between the Parties will be in accordance with the rules and principles stipulated in
the House Rules.
2.75
Portering and Messenger Service
2.76
The Private Party shall provide for the scheduled distribution of mail, goods and
materials received at the Facilities to a central registry within the Facilities for further
distribution by CoT employees.
2.77
The Private Party will perform all necessary manual handling risk assessments, as
required by relevant legislation, in relation to portage and messenger activities
undertaken at the request of CoT.
2.78
The Private Party will be responsible for replacing or repairing any item owned by
the CoT which is damaged by the Private Party in the provision of the Portering and
Messenger Service.
2.79
Other than the delivery of food by a caterer, all items entering the Facilities will be
received at the goods receipt area, security checked and then delivered to the
central registry by the Private Partys messenger on a scheduled basis.
2.80
The Private Party shall be responsible for the scheduled delivery, and collection, of
mail items to and from the post office nearest to the Facilities.
2.81
The Portering and Messenger Service schedule shall be stipulated in the Service
Delivery Plan (Annex G9) relating to the Portering and Messenger Service.
2.82
Medical Emergency Management
2.83
The Private Party shall establish written emergency procedures for use in the case
of a medical emergency at the Facilities and shall be responsible for the coordination of events of this nature.
22
PPP Agreement
2.84
The Private Party shall be responsible for the management of all first aid equipment
and kits supplied by the CoT, including recording and inventory control of medical
supplies.
2.85
The delivery of the Medical Emergency Management Service shall be in compliance

with the Occupational Health and Safety Act and other relevant Laws that
determines how medical emergencies should be handled, in the Republic of South
Africa. The Services shall be performed with reference to the Service Delivery Plan
(Annex G10) relating to Medical Emergency Management.
2.86
Physical Security Services
2.87
The Private Party shall, subject to clause 2.94, provide security services in respect
of the Site and the Facilities, including the provision, scheduling, allocation, dispatch
and management of all security personnel and their security functions. The Physical
Security Services shall, subject to clause 2.94, be provided in all locations in the Site
and the Facilities with the intention to avoid physical damage and theft to premises
and assets and to provide controlled access to the relevant locations, for the VIPs,
management, staff, the public and any other persons who have reason to visit the
Facilities and the Site.
2.88
The Private Party will control access to the parking garage at the Facilities.
2.89
Activities in the basement and within the Site will be actively monitored and
controlled by the Private Party.
2.90
All vehicles entering the Site will be identified and recorded by the Private Party.
Vehicle records will be readily and easily available for scrutiny and records shall be
stored by the Private Party for a period of at least five years.
2.91
Provision must be made at the Facilities entrance for the safe and secure storage of
firearms. The storage facility at the entrance will also be available for persons to
store parcels.
2.92
The Private Party shall ensure that all security guards must be registered with
Private Security Industry Regulatory Authority (PSIRA).
2.93
The Private Party will determine the appropriate tasks and frequencies for the
Physical Security Service to suit the needs of the applicable Space Categories and
the required Service Levels and their definitions, which frequencies and tasks will be
stipulated in the Service Delivery Plan (Annex G11) relating to the Physical Security
Services.
2.94
The CoT shall be responsible for the following security related functions and the
Private Party shall not have any responsibility or liability in this regard):
2.95
the CoT will retain the primary responsibility for the personal security of the Mayor of
Tshwane and the Mayoral Executives;
2.96
Security vetting and investigations will be the responsibility of the CoT;

23
PPP Agreement
2.97
Lobby reception staff shall be provided by the CoT
2.98
Food Aid Service
2.99
The Private Party shall, subject to clause 2.100 be responsible for scheduled setup
and clearing of meeting rooms, conference and training facilities at the Facilities.
The scheduling procedures applicable to the Private Partys setup and clearing
responsibilities are stipulated in the House Rules.
2.100
The CoT shall be responsible for :
2.101
procuring and managing catering services (including all food and beverages) for use
in meeting rooms and conference and training facilities.
2.102
delivery of food and beverages to meetings rooms and the conference and training
facilities and
2.103
unscheduled clearing of meeting rooms, conference and training facilities.
2.104
The Food Aid Service shall be provided with reference to the Service Delivery Plan
(Annex G7) relating to the Food Aid Service.
2.105
Fire Emergency Management Service
2.106
The Private Party shall produce, maintain and implement fire and emergency
management procedures in accordance with statutory and the Private Partys
insurance requirements.
2.107
The CoT will provide personnel who are to be briefed and trained by the Private
Party as fire representatives at the CoTs expense. Any costs incurred by the
Private Party in this regard shall constitute a Pass Through Cost.
2.108
The Private Party will provide personnel who are briefed and trained to act as
emergency co-ordinators and who will manage the operations and liaise with the fire
brigade and any relevant statutory authorities.
2.109
Disaster management recovery plans will be developed and managed by the Private
Party at implementation of the Services.
2.110
The Fire Emergency Management Service will be provided with reference to the
Service Delivery Plan (Annex G12) relating to Fire Emergency Management.
2.111
Churn and Furniture Management Service
2.112
Introduction
2.113
The Private Party shall provide a churn management service comprising the moving
of furniture, equipment and effects relating to CoT employees when their
workspaces are moved within the Facilities as more fully defined in this clause
2.111.
24
PPP Agreement
2.114
The Churn and Furniture Management Service will be provided with reference to the
Service Delivery Plan (Annex G13) relating to the Churn and Furniture Management
Service.
2.115
Minor Moves
2.116
The Private Party shall on instruction from the CoT move CoT employees and their
personal effects within the Facilities during Working Hours at no additional charge to
the CoT, provided that:
2.117
all moves required by the CoT on any given Business Day can be completed by the
Private Party within 6 (Six) Working Hours of commencing such moves (within the
Private Partys reasonable discretion);
2.118
any such move does not involve any maintenance or other works;
2.119
any such move does not involve the dismantling or installation of any infrastructure ;
and
2.120
any such move does not involve more than 6 (six) workstations (desks occupied by
the CoTs personnel permanent or contracted) and associated storage or other
furniture.
2.121
The following requirements shall apply in respect of any Minor Move:
2.122
all personal effects to be moved are packed and prepared for the move by the CoT
employees.
2.123
the CoT must Log the request for a Minor Move with the Service Desk at least 12
Working Hours before the Minor Move is to commence; and
2.124
the CoT shall be responsible for disconnection and reconnection of all IT related
equipment prior to and subsequent to a Minor Move.
2.125
The Private Party shall commence the Minor Move within 12 (Twelve) Working
Hours of the request being Logged and shall complete the Minor Move with 6 (Six)
Working Hours of commencing the move.
2.126
Major Moves
2.127
Major Moves will be undertaken by the Private Party on a project basis. The Private
Party shall prepare a project schedule for the executing of each Major Move and
shall execute such Major Move in accordance with the applicable project schedule.
2.128
All costs relating to Major Moves shall constitute Additional Costs.
2.129
General
2.130
The Private Party will be responsible for replacing or repairing any item owned by
the CoT which is damaged by the Private Party during the provision of this Service.
25
PPP Agreement
2.131
Scheduled setting up of conference facilities by the Private Party will be part of the
Conference and Training Facilities related Services to be provided by the Private
Party and will not constitute a Major or Minor Move for which additional payment
may be made.
2.132
The Private Party will provide a space planning service for Major Moves and Minor
Moves and at an agreed rate, which costs will constitute an Additional Cost.
2.133
The Occupational Health and Safety Act, 1993 will apply in the delivery of the Churn
and Furniture Management Service and/or tasks pertaining to such Service.
2.134 SERVICE DEFINITION AND SERVICE OUTPUT REQUIREMENTS IN RESPECT

OF HARD FM SERVICES
2.135
Technical Security Service
2.136
The Private Party shall be responsible for the provision of all access control
equipment, security equipment, closed circuit televisions (CCTV), security booths,
hand-held detectors, walk-through detectors and other security equipment and
systems as per the design specification contained in Schedule 6 Part 1 A & B and
the Private Party shall provide appropriate preventative, corrective and reactive
maintenance in relation to such equipment.
2.137
The Private Party will determine the appropriate maintenance tasks and frequencies
to suit the needs of the Space Categories and the required Service Levels and their
definitions which tasks and frequencies will be stipulated in the Service Delivery
Plan (Annex G 14) relating to the Technical Security Services.
2.138
Maintenance staff providing maintenance services in respect of the technical

security systems must be registered with SAIDSA or other applicable regulatory
bodies.
2.139
Utilities Management Service
2.140
The Private Party shall be responsible for the distribution of water and electricity
within the Facilities as required to ensure Business Continuity for the CoT, it being
recorded that the Private Party does not take responsibility for failure on the part of
any third party Utility supplier.
2.141
The Private Party shall maintain all effluent systems or pipes within the Site to
ensure that such systems or pipes remain free from blockages or failures. The
Private Party does not take responsibility for any blockages or failures of any effluent
systems or pipes outside of the Site.
2.142
It is understood by the CoT that the provision of Utilities is non-attributable or

interdependent and therefore Performance Failures relating to Utilities will be
analysed per incident by means of a Root Cause Analysis (as such term is defined
in Schedule 13 (Performance Standards and Payment Mechanism) to ascertain the
root cause of the Performance Failure and the Private Party will not be liable for a
Performance Failure in instances where the root cause of the Performance Failure
26
PPP Agreement
was not as a result of its actions or inaction e.g. if Eskom load shedding takes place,
then the Private Party will not be held liable for any Performance Failure but the
Service required will be for the stand-by generator to be operational but if the standby generator does not start as a result of the Private Partys failure, then the Private
Party shall be responsible for the failure of the stand-by generator. In addition, if the
account for the electricity consumption was not paid and the service is stopped
(other than as a result of non-payment by the CoT of any Pass Through Costs
relating to Utilities), then the Private Party will be held liable.
2.143
The costs relating to Utilities shall constitute Pass Through Costs.
2.144
The CoT shall pay all rates and taxes (and all other charges imposed by the local
authority) in relation to the Project Site and the CoTs telecommunication charges
payable to third party telecommunication providers.
2.145
The National Water Act, 1998 must be applied where applicable for water
conservation.
2.146
The Utilities Management Service will be provided with reference to the Service
Delivery Plan (Annex G15) relating to the Utilities Management Services.
2.147
Heating, Ventilation and Air-Conditioning Maintenance
2.148
The internal environment within the Facilities shall be managed using HVAC
systems to circulate the movement of air in each location. This is detailed in the
design specifications (Schedule 6 Part 1 A & B).
2.149
The room temperature requirements to be maintained by the HVAC system will be in

accordance with the provisions of Schedule 6 Part 1 A.
2.150
The Private Party will be responsible for the maintenance and repair of the HVAC
system, as well as the Building Management System (BMS). The Private Party will
determine the appropriate maintenance tasks and frequencies for undertaking the
Heating, Ventilation and Air-Conditioning Maintenance to suit the needs of the Space
frequencies will be stipulated in the Service Delivery Plan relating to Heating,
Ventilation and Air-Conditioning Maintenance.
2.151
Staff providing the Heating, Ventilation and Air-Conditioning Maintenance shall be

suitably qualified and will have all the necessary training and/or relevant certification.
2.152
Air quality testing shall be done by the Private Party on a scheduled basis or when
the need arises as provided for in the Service Delivery Plan (Annex G16) relating to
Heating, Ventilation and Air-Conditioning Maintenance.
2.153
The Occupational Health and Safety Act, 1993 will apply in the delivery of the
services and/or tasks pertaining to Heating, Ventilation and Air-Conditioning
Maintenance.
27
PPP Agreement
2.154
Electrical Systems Maintenance
2.155
The Private Party shall be responsible for the implementation of a scheduled

maintenance regime for purposes of maintaining all electrical systems installed at
the Site including HT reticulation and transformers within the Site.
2.156
for undertaking the Electrical Systems Maintenance to suit the needs of the Space
frequencies will be stipulated in the Service Delivery Plan (Annex G17) relating to
Electrical Systems Maintenance.
2.157
Back-up generator and UPS
2.158
The Private Party shall maintain the un-interrupted power distribution to critical
systems in the accommodation facility and stand-by generators for the dedicated
sockets in the accommodation facility as per the design specifications in Schedule 6
Part 1 A & B.
2.159
for undertaking the Back-up Generator and UPS Maintenance to suit the needs of
the Space Categories and the required Service Levels and their definitions, which
tasks and frequencies will be stipulated in the Service Delivery Plan (Annex G17)
relating to Back-up Generator and UPS Maintenance.
2.160
The Private Party shall be responsible for the safe handling and storage of diesel
used in the provision of, or related to the Services, at the Site.
2.161
Building Fabric Maintenance
2.162
Subject to clause 2.164, the Private Party shall implement a planned maintenance
programme to maintain all building fabric of the Facilities in order to prevent
deterioration (fair wear and tear excepted) of the building fabric during the Project
Term.
2.163
Subject to clause 2.164, the Private Party will determine the appropriate tasks and
frequencies for undertaking such maintenance to suit the needs of each Space
Category and the required Service Levels and their definitions which tasks and
frequencies will be stipulated in the Service Delivery Plan (Annex G18) relating to
Building Fabric Maintenance.
2.164
Annex F contains the scheduled replacement programme relating to the building

fabric components. The Private Party shall replace such stipulated components of
the building fabric in accordance with the programme in Annex F.
2.165
Management Act, 1998 will apply in the delivery of the services and/or tasks
pertaining to Building Fabric Maintenance.
2.166
Fire Detection and Protection System Maintenance

28
PPP Agreement
2.167
The Private Party shall implement a planned maintenance programme in respect of

the technical fire systems and firefighting equipment (fire extinguishers, hose reels
and sprinkler systems).
2.168
for undertaking such maintenance to suit the needs of the Space Categories and the
required Service Levels and their definitions which tasks and frequencies will be
stipulated in the Service Delivery Plan (Annex G12) relating to Fire Detection and
Protection System Maintenance.
2.169
Fire Detection and Protection System Maintenance shall be provided in accordance

with the requirements of the applicable regulatory bodies of South Africa and all
service providers must have the necessary certification as may be required by Law
to provide this service.
2.170
This service shall be provided in compliance with all Laws.
2.171
Asset Management Service
2.172
The Private Party shall provide efficient and effective management of its own assets,
provided that the CoT shall ensure that the CoT, the CoT employees or the CoT
visitors shall not damage or cause damage to the Private Partys assets.
2.173
The Private Party shall maintain the office furniture supplied by the Private Party for
use by the CoT in accordance with a Planned Service Schedule. The Private Party
will determine the appropriate maintenance tasks and frequencies for undertaking
such maintenance to suit the needs of the Space Categories and the required
Service Levels and their definitions which tasks and frequencies will be stipulated in
the Service Delivery Plan (Annex G19) relating to the Asset Management Service.
2.174
The CoT may provide any internal purchased or supplied assets for recording into
the asset tracking system in the FMS, which recording will be done by the Private
Party as a Pass Through Cost, but the Private Party will not be required to maintain
or replace and such CoT assets.
2.175
Consumables cost of electronic tagging of CoT assets will be for the CoTs cost and
if such costs are incurred by the Private Party such costs shall constitute Pass
Through Costs. Bar coded tracking will be the cost of the Private Party and tracked
in the FMS.
2.176
Integrated asset management
2.177
The Private Party shall implement an asset register for movable and fixed assets
that will assist in the life-cycle management of the assets in order to:
2.178
enhance control over assets;
2.179
enable internal and external audit requirements to be met;
29
PPP Agreement
2.180
provide the CoT employees and Private Party Employees with useful information;
and
2.181
reduce the amount of effort to control fixed assets.
2.182
The required activities will therefore be defined as:
2.183
develop fixed and moveable asset policies and procedures, incorporating Good
Industry Practice recommendations and the development of an uniform asset policy
and procedures manual;
2.184
implement a complete and accurate uniform asset recording and control system but
shall be integrated if not included in the FMS. This system shall cater for uniquely
marked assets linked to an asset class, asset type, location, cost centre, purchase /
replacement cost as well as funding code where applicable;
2.185
to trace assets moved into and transferred out of the Site.
2.186
Replacement of furniture supplied by the Private Party.

Annex F contains the scheduled replacement programme for furniture supplied
by the Private Party pursuant to Schedule 6 Part 1 A & B. The Private Party
shall replace such furniture in accordance with the programme in Annex F.
2.187
VALUE ADDED SERVICES
2.188
Car Wash and Valet Service
2.189
The Private Party shall, within its sole discretion be entitled to provide a car wash
and valet service at the Facilities. The CoT will not pay for this service and no cost
items shall be included in the Unitary Payment on the basis that the end user will
pay for any Car Wash and Valet Service provided by the Private Party.
2.190
The Car Wash and Valet Service shall not be subject to any Performance
Deductions and/or Warning Notices.
2.191
Vending Machines
The Private Party shall enter into agreements with the supplier/s of vending
machines with the purpose of placing vending machines within the Facilities to
enable CoT employees to purchase beverages only.
The cost of any hot
beverage machines and consumables relating to the use thereof, placed in pause
areas, if any, shall constitute a Pass Through Cost to the CoT. The Service
Delivery Plan (Annex G20) regarding vending machines will set out details
regarding the placement and use of the vending machines from time to time, it
being agreed that the provision of vending machines is within the discretion of the
Private Party and will not be subject to Performance Deductions and/or Warning
Notices.
2.192
Coffee shop
30
PPP Agreement
The Parties shall investigate the possibility of establishing a coffee shop at the
Facilities and shall agree in writing on the establishment of such coffee shop.
The third party operator of the coffee shop shall operate the coffee shop on a
commercial basis and shall be liable for all costs in respect of the coffee shop,
including the costs relating to the use of the space, equipment, systems and
utilities.
The Private Party shall not be liable in any way in respect of the
operation of such coffee shop and shall not incur any Performance Deductions
and/or Warning Notices in respect of the coffee shop.
2.193
GENERAL
2.194
Service performance
2.195
The Private Party shall use reasonable care, skill, and diligence whilst performing
the Services.
2.196
The Private Party will ensure that the persons employed by it or its subcontractors to
perform the agreed Services are competent to perform such Services at the required
Service Levels and have the appropriate experience, training and qualifications with
all necessary licences, permits, certificates or the like required by Law for the
performance of such Services.
2.197
Equipment documentation
The Private Party shall act as the custodian of all documentation and information
relating to the Facilities and shall keep all such documentation and information in
safe keeping for the CoT as provided for in the PPP Agreement. The Private
Party will not lay claim to these documents but will be for their use.
2.198
Access to Service area

The CoT accepts that access will be granted to all Service areas, Spaces and
Space Categories but reserves the right to control and manage access in certain
security areas that require a high level of security. The Parties shall from time to
time agree on specific access restrictions relating to such areas.
2.199
Run to Fail
No Planned Preventative Maintenance or Scheduled Services are required in
respect of Services to which a Criticality 5 Service Level applies, and such
Services may be provided on a Run to Fail basis.
2.200
OCCUPATIONAL HEALTH AND SAFETY ACT (OHASA)

Compliance is required with all applicable Laws relating to occupational health and
safety. The Private Party shall supply its health and safety commitment policies and
procedures which will support the management of the Facilities as part of its Service
Delivery Plans.
31
PPP Agreement
2.201
ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)

The CoT expects the Private Party to subscribe to an EMS policy. In some instances,
these issues are included with health and safety. The EMS policy shall be included in
the applicable Service Delivery Plans..
2.202
INFORMATION AND TELECOMMUNICATION TECHNOLOGY

The Private Party shall not have any obligations or responsibilities regarding the
supply of any information or telecommunication technology (including audio visual
systems and equipment) nor shall it have any service related obligation relating
thereto. For avoidance of any doubt, the Private Party shall not be liable for the cost
of any television licenses or any telecommunication licenses or charges.
32
PPP Agreement
PERFORMANCE MONITORING
3.1
PERFORMANCE MONITORING APPROACH
3.2
Initial Phase
3.3
Service delivery shall be largely self-monitoring through the FMS. During the Initial
Phase, however, closer input and involvement is required from the CoT and the
Private Party.
3.4
During the Initial Phase the Private Party shall supply evidence as to the following:
3.5
to confirm that the systems and the FMS required in terms of these Facilities
Management Specifications are in place;
3.6
that the training contemplated in clause 1.32 has been provided; and
3.7
that processes for monitoring and resolving Performance Failures and the systems
for keeping all stakeholders informed as required in terms of these Facilities
Management Specifications have been implemented.
3.8
Performance Monitoring
The Private Partys performance in respect of the Services shall be monitored
and measured in accordance Schedule 13 (Performance Standards and Payment
Mechanism)
33
PPP Agreement
PERFORMANCE DEDUCTIONS AND WARNING

NOTICES
Schedule 13 (Performance Standards and Payment Mechanism) contains the terms

and conditions applicable to Performance Deductions and Warning Notices.
34
PPP Agreement
5.1
SERVICE DELIVERY PLANS

PREPARATION OF SERVICE DELIVERY PLANS
The Private Party shall from time to time provide the CoT with service delivery plans
detailing the manner in which the Private Party intends, in its discretion, to provide
the Services and the following general facilities management related issues :
5.2
facilities management approach including maintenance management;
5.3
quality management system;
5.4
occupational health and safety;
5.5
environmental management system;
5.6
facilities management systems, and
5.7
scheduling of services (where applicable);

(Service Delivery Plans).
5.8
INITIAL SERVICE DELIVERY PLANS

The Initial Service Delivery Plans prepared by the Private Party are attached as
Annex G.
5.9
REVISION OF SERVICE DELIVERY PLANS
5.10
The Private Party shall be entitled to revise any Service Delivery Plan from time to
time within its sole discretion, provided that such revision shall not in any way
detract from the Private Partys obligations to provide the Services in accordance
with the Service Output Requirements.
5.11
The Private Party shall provide the CoT with a copy of each revised Service Delivery
Plan. The revised Service Delivery Plan shall take effect upon the delivery of such
plan to the CoT, or the date indicated as the effective date for such change in the
revised Service Delivery Plan delivered to the CoT, whichever date is the later, and
(where applicable) shall replace the corresponding Service Delivery Plan attached
hereto.
35
PPP Agreement
ANNEX A:
SPACE CATEGORY SUMMARY
36
PPP Agreement
37
ANNEX B:
SERVICE LEVEL MATRIX
ANNEX C:
HOUSE RULES AND POLICY DOCUMENT
ANNEX D:
SERVICE DESK PROCEDURE
ANNEX E:
PRIVATE PARTY SPACE ALLOCATION
PPP Agreement
ANNEX F:
REPLACEMENT PROGRAMME
42
PPP Agreement
ANNEX G:
INITIAL SERVICE DELIVERY PLANS
43

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SCHEDULE 6

PUBLIC PRIVATE PARTNERSHIP FOR THE FINANCE, DESIGN,

FACILITIES MANAGEMENT FRAMEWORK...................................................12

FACILITIES MANAGEMENT REQUIREMENTS..............................................18

PERFORMANCE MONITORING APPROACH.........................................................35

PERFORMANCE DEDUCTIONS AND WARNING NOTICES..........................36

SERVICE DELIVERY PLANS............................................................................37

PREPARATION OF SERVICE DELIVERY PLANS...................................................37

has the meaning ascribed to such term in clause 34.2.2 of

Has the meaning ascribed to such term in Schedule 13

Asset Management Service

The Hard FM Service defined in clause 2.171.

Back-up Generator and UPS

The Hard FM Service defined in clause 2.157.

Building Management System.

Building Fabric Maintenance

The Hard FM Service defined in clause 2.161.

The continuation of the CoTs core business at the

The Other Service defined in clause 2.111.

Cleaning and Hygiene Service

The Other Service defined in clause 2.13.

The closure of a Log on the Service Desk in accordance

The Other Service defined in clause 2.63.

Criticality 1 Service Level

Has the meaning and definition ascribed to such term in

Criticality 2 Service Level

Has the meaning and definition ascribed to such term in

Criticality 3 Service Level

Has the meaning and definition ascribed to such term in

Criticality 4 Service Level

Has the meaning and definition ascribed to such term in

Criticality 5 Service Level

Has the meaning and definition ascribed to such term in

the Service Level Table.

3 (three) months starting the day after the expiry of the

Electrical System Maintenance

The Hard FM Service defined in clause 2.154.

Eskom Holdings Limited, a public company registered in

A function required for Business Continuity as detailed in

This document entitled Schedule 6 Part 1 B: Facilities

Facilities Management System /

Refers to the integrated facilities management information

Fire Detection and Protection

The Hard FM Service defined in clause 2.166.

Fire Emergency Management

The Other Service defined in clause 2.105.

Food Aid Service

The Other Service defined in clause 2.98.

Has the meaning ascribed to such term in Schedule 13

the Technical Security Service;

the Utilities Management Service;

Electrical System Maintenance;

Back-up Generator and UPS Maintenance ;

Building Fabric Maintenance;

Fire Detection and Protection System Maintenance

the Asset Management Service.

Heating, Ventilation and AirConditioning Maintenance

The Hard FM Service defined in clause 2.147.

The house rules and policy document attached as Annex

Heating, ventilating and air conditioning.

A 6 (six) month period expiring on expiry of the Decant

Internal Plants Service

The Other Service defined in clause 2.59.