Sans 10403

ICS 01.110; 91.010.
30
SANS 10403:2003
ISBN 0-626-14196-6
Edition 1
SOUTH AFRICAN NATIONAL STANDARD
Formatting and compilation of construction

procurement documents
Published by Standards South Africa

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tel: 012 428 7911 fax: 012 344 1568 international code + 27 12
www.stansa.co.za
Standards South Africa 2003
Copyright protected. This standard was downloaded on 2011-12-09 13:08 by Mr. Patrick Kunene of SPK Engineers.
Single-user license only; copying and networking prohibited.
SANS 10403:2003
Edition 1
Table of changes
Change No.
Date
Scope
Acknowledgement
Standards South Africa wishes to acknowledge the work of the National Procurement Reform Task
Team of the Ministries of Finance and Public Works, who developed the principles for the formatting
of procurement documents described in the Green Paper on Public Sector Procurement Reform in
South Africa, and the Departments of Public Works and Public Enterprises and the Interministerial
Task Team for Construction Industry Development who have published documents upon which this
standard is based.
Foreword
This South African standard was approved by National Committee STANSA TC 5120.61,
Construction standards, in accordance with procedures of Standards South Africa, in compliance
with annex 3 of the WTO/TBT agreement.
Annexes A to D are for information only.
Introduction
Uniformity in procurement documentation permits the documentation process to be simplified and
computerized; contractors to more accurately price the risks, which they are to assume, and the
effectiveness and efficiency of procurement to be improved (refer to annex A and annex B).
This standard was prepared to establish procedures for the compilation of procurement
documentation for supplies, services and engineering and construction works in a standard format.
The construction industry is a broad conglomeration of industries and sectors which add value in
the creation and maintenance of fixed assets within the built environment. Construction
procurement as such, covers all categories of procurement commonly encountered in other
industrial sectors and is not confined to engineering and construction works. Construction
procurement includes services, supplies, engineering and construction works and disposals in the
form of demolitions.
SANS 10403:2003
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Contents
Page
Acknowledgement
Foreword
Introduction
1 Scope
............................................................................................................................
2 Normative reference .............................................................................................................
3 Definitions ............................................................................................................................
4 Format for the compilation of procurement documentation ..................................................
4.1 General requirements for procurement documents.......................................................

4.2 Format for the compilation of procurement documents .................................................
4.3 Applying the compilation format.....................................................................................
6
6
9
5 Compilation of procurement documents ...............................................................................
5.1 General ..........................................................................................................................

9
5.2 The Tender .................................................................................................................... 10
5.2.1
5.2.2
5.2.3
5.2.4
Summary for tender opening purposes (optional)...............................................

Tender notice and invitation to tender.................................................................
Tendering procedures .........................................................................................
Returnable documents ........................................................................................
10
10
11
12
5.3 The Contract .................................................................................................................. 12

5.3.1
5.3.2
5.3.3
5.3.4
5.3.5
General ...............................................................................................................
Agreements and contract data............................................................................
Pricing data .........................................................................................................
Scope of work .....................................................................................................
Site information ...................................................................................................
12
13
13
14
15
Annex A (informative) Uniformity in procurement documents ................................................ 17

Annex B (informative) Benefits of compiling documents in accordance with SANS 10403 .... 20
Annex C (informative) Classifying contracts in terms of the generic classification of
contracts
............................................................................................................................ 23
Annex D (informative) Items which should be addressed in the scope of work ...................... 31
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Formatting and compilation of construction procurement documents

1 Scope
This standard establishes at both prime and subcontract level:
a) a uniform format for the compilation of procurement documents for supplies, services and
engineering and construction works contracts; and
b) the general principles for compiling procurement documents in respect of supplies, services and
engineering and construction works.
NOTE This standard may also be used with some adaptation in the formatting and compilation of concession
contracts and contracts involving disposals.
2 Normative reference
The following standard contains provisions, which, through reference in this text, constitute
provisions of this standard. All standards are subject to revision and, since any reference to a
standard is deemed to be a reference to the latest edition of that standard, parties to agreements
based on this standard are encouraged to take steps to ensure the use of the most recent edition of
the standard indicated below. Information on currently valid national and international standards can
be obtained from Standards South Africa.
SANS 10396, Implementing preferential procurement policies using targeted procurement
procedures.
3 Definitions
For the purposes of this standard, the following definitions apply:
3.1
activity schedule
document that breaks down the scope of work into a series of activities to allow contractors to be
paid a lump sum upon the completion of each of the activities
3.2
bill of quantities
document that lists the items of work and the quantities and rates associated with each item to allow
contractors to be paid at regular intervals an amount equal to the agreed rate for the work multiplied
by the quantity of work completed
3.3
contract data
document that states the applicable conditions of contract and associated contract-specific data that
collectively describe the risks, liabilities and obligations of the contracting parties and the
procedures for the administration of the contract
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3.4
contractor
natural or juristic person or partnership who contracts to provide the supplies, services or
engineering and construction works covered by the contract
3.5
employer
natural or juristic person or partnership entering into the contract with the contractor for the
provision of supplies, services, or engineering and construction works
3.6
engineering and construction works contract
contract for the provision of a combination of supplies and services, arranged for the development,
extension, installation, repair, maintenance, renewal, removal, renovation, alteration, dismantling or
demolition of structures, including building and engineering infrastructures
3.7
forms of offer and acceptance
documents that formalize the legal process of offer and acceptance
3.8
forms of securities
documents that provide for the securities required by the employer
3.9
forms for adjudicator appointments
documents that establish the terms and conditions upon which the adjudicator is to be appointed
3.10
list of returnable documents
document that lists everything the employer requires a tenderer to submit with his tender
submission
3.11
pricing instructions
document that provides the criteria and assumptions which it will be assumed in the contract, that
the tenderer has taken into account when developing his prices, or target, in the case of target cost
contracts
3.12
preferential procurement policy
procurement policy that promotes objectives additional to those associated with the immediate
objective of the procurement itself
3.13
procurement
process that creates, manages and fulfils supplies, services or engineering and construction
contracts
3.14
procurement document
documentation used to initiate and conclude a contract
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3.15
returnable schedule
document that a tenderer is required to complete for the purpose of evaluating tender offers or a
document which, when a tender offer is accepted, forms part of the subsequent contract
3.16
services contract
contract for the provision of labour or work, including knowledge-based expertise, carried out by
hand, or with the assistance of equipment and plant
3.17
scope of work
document that specifies and describes the supplies, services, or engineering and construction
works which are to be provided and any other requirements and constraints relating to the manner
in which the contract work is to be performed
3.18
site information
document that describes the site as at the time of tender, to enable the tenderer to price his tender
and to decide upon his method of working and programming
3.19
supplies contract
contract for the provision of materials or commodities made available for purchase
3.20
targeted procurement procedure
process used to create a demand for the services and supplies of, or to secure the participation of,
targeted enterprises and targeted labour on contracts in response to the objectives of a preferential
procurement policy
3.21
tender offer
formal offer for the provision of supplies, or to carry out a service or engineering and construction
works, usually at a stated price, which is capable of acceptance and conversion into a binding
contract
3.22
tenderer
natural or juristic person or partnership who submits a tender offer
3.23
tender data
document that establishes the tenderers obligations in submitting a tender and the employers
undertakings in administering the tender process and evaluating tender offers
3.24
tender notice and invitation to tender
document that alerts prospective contractors to the nature of the supplies, services and engineering
and construction works required by the employer and contains sufficient information to solicit a
response.
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4 Format for the compilation of procurement documentation

4.1 General requirements for procurement documents
Procurement documents should in general
a) require tenderers to submit particulars sufficient for the employer to evaluate their tenders and to
assess their status, capabilities and capacities to perform the contract,
b) set out in a clear and unambiguous manner criteria by which tenders are to be evaluated,
c) define the risks, liabilities and obligations of the parties to the contract,
d) define the nature, quality and quantity of supplies, services or works to be provided in the
performance of the contract, and
e) use clear and unambiguous language.
4.2 Format for the compilation of procurement documents

4.2.1 Division of documents
Procurement documents for supplies, services and engineering and construction works comprise a
number of component documents dealing with different topics grouped together in a logical
sequence. The first group of documents should contain only those documents that are relevant to
the tender (see table 1) and the second group, those documents that relate to the contract that will
be created at the acceptance of the tender (see table 2).
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Table 1 Documents that relate to the tender
1
Number
Document
Tendering procedures:
T1.1
Tender notice and invitation to tender
T1.2
Tender data
Returnable documents:
T2.1
List of returnable documents
T2.2
Returnable schedules
Table 2 Documents that relate to the contract

1
Number
Document
Part 1: Agreements and contract data
C1.1
Forms of offer and acceptance
C1.2
Contract data
Part 2: Pricing data
C2.1
Pricing instructions
C2.2
Activity schedule / Bill of quantities

Part 3: Scope of work
C3
Scope of work
Part 4: Site information
C4
Site information
4.2.2 Compiling tender documents

Tender documents should comprise three volumes. The first volume should contain only those
documents relevant to the tender procedures, the second volume the returnable documents and the
third volume should contain those documents that relate only to the draft contract (see table 3).
Although the tenderer receives three volumes when the tender document is collected, only the
tender returnables (Volume 2) are returned as the tender offer.
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Table 3 Standard headings and sequencing of documents in tender documents
1
Volumes
Number
Volume I
Volume 2
Volume 3
4
Contents
Description
Tendering
procedures
Returnable
documents
Number
Heading
Tendering procedures
T1.1
T1.2
Tender data
Returnable documents
T2.1
C1.1
Form of offer and acceptance (if acceptance is

combined with offer)/Form of offer
C1.2
Contract data (if relevant)
C2.2
T2.2
Contract
Part 1: Agreements and

contract data
C1.1
Form of acceptance (if separate from form of

offer)
C1.2
Contract data (if not included in volume 2)

C2.1
C3
Scope of work
C4
NOTE:
Site information (if relevant)
It is possible to compile documents in a single volume using the sequence of documents listed in
tables 1 and 2.
The documents listed in table 1 would be headed Tender and the documents listed in table 2,
Contract. The list of returnable documents identifies which of the documents a tenderer must
complete when submitting its tender offers. The tenderer submits his tender offer by completing
those forms, signing the "offer" document in the forms of offer and acceptance and delivering it back
to the employer bound up in the same volume that it was in when it was received. If the tender offer
is accepted, the employer simply signs the acceptance document in the forms of offer and
acceptance and a contract is formed, i.e., the tender document becomes the contract document.
This approach is, however, only suited to contracts and situations where small variances, if any, are
anticipated between the draft contract and the final contract.
4.2.3 Compiling the contract

If the tender offer is accepted, the employer signs the acceptance section in the forms of offer and
acceptance after assembling the contract from the appropriate tender returnables and the draft
contract contained in Volume 3. Schedules that form part of the contract are included in the scope
of work. In this way the tendering procedures (Volume 1) and certain of the tender returnables
(Volume 2) that relate solely to the evaluation of tender offers are excluded from the contract.
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4.3 Applying the compilation format
4.3.1 Guiding principles
A guiding principle using the compilation format is that the contract is the contract and
anything relating to the process of tendering (as distinct from the content of the tender) is not
included in the contract, since it is no longer relevant after the submission of the tenders. To
include matters relating to both in the contract will inevitably lead to ambiguities and adversarial
relationships during the execution of the contract as each party will argue about which
statement applies, what the contractor allowed for in his tender, and indeed, what did the
parties actually contract to do.
The content of each component document should be such that, as far as possible, each subject
matter is addressed only once in the procurement document and in its logical location.
4.3.2 Compilation procedures

The compilation format described in 4.2 should be utilised as follows:
a) contracts, should in the first instance, be categorised as being for supplies, services or
engineering and construction works (see annex C for further guidance);
b) where no tenders are called for, Volume 1 (tender procedures) falls away;
c) the provisions of Volumes 1 and 2 will fall away once the contract is concluded as they are no
longer relevant, save for documents extracted from the returnables which are included in the
contract, e.g. the contractors data, prices, the offer and some of the returnable schedules; and
d) all documents listed under the contract (Volume 3) should be supplied as part of the tender as
they represent the proposed or draft, contract.
5 Compilation of procurement documents

5.1 General
The content of each section and subsection of the compilation format presented in 4.2 is outlined in
5.2 and 5.3.
Compilers should ensure that the content of procurement documents satisfies the requirements of
4.1 and adheres to the provisions of 4.3.
The pages of each section and subsection in tender documents should, ideally, be printed on
differently coloured paper or be separated by coloured paper for easy identification, in accordance
with the provisions of table 4.
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Table 4 Colours used to distinguish sections in tender documents
1
3
Document
Colour of pages
Number
Heading
White
T1.1
Pink
T1.2
Tender data
Yellow
T2.1
Yellow
T2.2
Yellow
C1.1
Forms of offer and acceptance
Yellow
C1.2
Contract data
Yellow
C2.1
Yellow
C2.2
Blue
C3
Scope of work
Green
C4
Site information
NOTE 1 Contractors submitting tenders will only need to complete the yellow pages for their
tender submissions.
NOTE 2 It is not essential to colour code the different sections. Where this is done, the colours should
be as described.
5.2 The Tender

5.2.1
Summary for tender opening purposes (optional)
It may be desirable, in some instances, for employers to include a form entitled "summary for tender
opening purposes" as the first page of a tender document to facilitate the reading out of tender
parameters during the public opening of tenders. This optional section should capture the name of
the contractor submitting a tender and the basic details of his offer. It is, however, essential that a
statement in this section be made to the effect, that in the event of any conflict between the data
provided in the summary and that given in the tender, the latter shall apply.
5.2.2 Tender notice and invitation to tender

5.2.2.1 Overview
The tender notice is a brief document, usually not more than one page in length. Its function is to
alert tenderers to the nature of the supplies, services and engineering and construction works
required by the employer and should contain sufficient information to enable them to respond
appropriately. The tender notice and Invitation to Tender should not form part of any subsequent
contract.
5.2.2.2 Minimum information
The tender notice and invitation to tender should, as a minimum, contain
a) the tender or contract reference number,
b) the title of the proposed contract,
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c) a brief description of the supplies, services or engineering and construction works which are
required,
d) the closing date, time and place for submission of tenders,
e) the date, time and place of the compulsory site inspection or briefing session, if any, and
f) the time and place for collecting the procurement documents.
5.2.2.3 Reference to matters affecting the evaluation of tenders
Reference to any procurement activity codes or classifications used by the employer should also be
included in the tender notice and invitation to tender. Where targeted procurement procedures are
incorporated in the procurement documents, reference should be made to the targeting strategy
that is being followed. (See clause 6 of SANS 10396:2003). Reference to evaluation criteria or
qualification requirements should also be made.
NOTE The press advertisement or the letter of invitation to specific firms to submit tenders is frequently reproduced as the
tender notice and invitation to tender.
5.2.3
5.2.3.1 Tender data

5.2.3.1.1 The tender data informs tenderers about the tendering procedures that are to be
observed and the documentation that needs to be submitted with tender offers, failing which, tender
offers may be rejected or not be evaluated. The tender data does this by identifying the conditions
of tender or the conditions of tender that are generally applicable to procurement and establishes
the variables relating thereto.
NOTE 1 Annex I of SANS 10396:2003 provides guidance on the compilation of the tender data where targeted procurement
procedures are used to implement certain preferential procurement policies.
NOTE 2 Conditions of tender can be drafted as a standard set of rules for a particular employer. As such these conditions
are usually generic in nature and are rarely contract specific. As a result, it is common for an employer to develop its own
standard conditions of tender and to vary them on a contract specific basis.
5.2.3.1.2 The tender data should make reference to both the items comprising the tender and the
proposed contract so that those submitting tender offers can confirm that they have all the
necessary documentation to do so.
5.2.3.1.3 Conditions of tender should cover topics which include eligibility and qualifications criteria,
cost of tendering, checking of documents, confidentiality and copyright of documents,
acknowledgement of addenda, site visits and/or clarification meetings, seeking of clarifications,
pricing of tender offer, alterations to tender offers, alterations to documents, the submission of
tender offers, tender offer validity periods, clarification of tender offers after submission, submission
of securities, bonds and insurance policies, responses to requests for clarifications, issuing of
addenda, returning of late tender offers, opening of tender offers, non-disclure, grounds for rejection
and disqualification, testing for responsiveness, non-responsive tender offers, rectification of
arithmetical errors, evaluation of responsive tender offers, evaluation criteria, preferences,
insurance provided by the employer, acceptance of the tender offers, issuing of notices to
unsuccessful tenderers, and the issuing of the final contract.
NOTE Annex I of SANS 10396:2003 provides sample conditions of tender relating to targeted procurement procedures used
to support certain preferential procurement policies.
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5.2.4 Returnable documents
5.2.4.1 General
5.2.4.1.1 This section refers to documents that are returned with, or constitute, a tender. Whilst
many of the returnables are required for the purpose of evaluating tenders, some will form part of
the subsequent contract, as they form the basis of the tender offer. For this reason, it is very
important that all tenderers return all information requested.
5.2.4.1.2 Forms and certificates that are to be completed after the award of the contract must not
be included in the returnable documents, for example site appointments for compliance with health
and safety legislation.
5.2.4.2 List of items comprising the tender
5.2.4.2.1 The list of items comprising the tender is a useful tool which, if prepared and used
correctly, ensures that everything the employer requires a tenderer to submit with his tender offer is
listed. This list obliges the employer to identify exactly what he wants and provides a useful basis of
determining, at the outset, whether a tender offer is responsive.
5.2.4.2.2 The list of returnable documents should also indicate which of the schedules are for
evaluation purposes and which will form part of the contract.
5.2.4.3 Returnable schedules
Returnable schedules comprise those schedules that are used for evaluation purposes only such as
a certificate for signatories, a certificate of attendance at clarification meetings, tender securities, a
form of intent to provide a tender bond, experience of a tenderer, and proposed subcontractors, and
those that are included in the subsequent contract such as curricula vita of key personnel, quality
plans, management plans and preferencing schedules. Returnable schedules that are used for
evaluation purposes only should not form part of the subsequent contract. Returnable schedules
that form part of the subsequent contract should be attached to the scope of work.
5.3 The Contract

5.3.1 General
At the tender stage, all documents listed in table 2 constitute the draft contract. The draft contract
becomes the contract when the forms of offer and acceptance are signed by both parties and
certain of the returnable schedules are inserted into the scope of work.
NOTE
In supplies contracts where tenderers are required to submit specifications, in service contracts where tenderers
are required to submit proposals in order to satisfy employers briefs, and in engineering and in construction works contracts
where tenderers offer to design and build facilities, the process between the receipt of a tender offer and the acceptance of
the tender offer and conclusion of a contract may necessitate numerous changes to some of the documentation to
accommodate various proposals.
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5.3.2 Agreements and contract data
5.3.2.1 Forms of offer and acceptance
The forms of offer and acceptance should contain
a) the offer to provide the supplies, services or engineering and construction works for a price, or in
accordance with the terms of the financial proposal made,
b) confirmation from the employer that he accepts the tender offer following his tender evaluation,
and that a contract therefore exists, and
c) a schedule of deviations which records any agreed changes to the documentation that occur
between receipt of the tender offer and award of contract.
NOTE The schedule of deviations documents the agreed departures from the tender documents. This schedule is
important in public sector contracts as it serves as a record of the outcomes of any negotiations between offer and
acceptance.
5.3.2.2 Contract data

NOTE The forms of agreements such as the forms of security (e.g. parent company guarantee, performance security
(demand guarantee), advanced payment guarantee, etc.), and the form of agreement for the appointment of an
adjudicator, and the requirements to complete these, are normally obligations of the contract between the parties.
The form of these agreements is usually prescribed by the contract between the parties.
5.3.2.2.1 The contract data establishes the conditions of contract that describe the responsibilities,
liabilities and obligations of the contracting parties and the agreed procedures for the administration
of the contract. Where these terms have been standardized, the contract data identifies the
applicable standard conditions of contract and sets out all the contract-specific variables, data
schedules, appendices, etc., that the parties are required to provide during the tender process.
5.3.2.2.2 Standardized conditions of contract need not be issued with a tender or included in the
final contract document, but should be referred to as being part of the contract. Information should
also be made available as to where copies of these documents can be obtained.
5.3.3
Pricing data
The pricing data comprises the pricing instructions and the activity schedules or bills of quantities.
The pricing instructions describe the criteria and assumptions which will be assumed in the contract
that the tenderer has taken into account when developing his prices, or target in the case of target
and cost reimbursable contracts. The activity schedules or the bills of quantities records the
contractor's prices for providing supplies, services, engineering and construction works in
accordance with the requirements of the scope of work.
NOTE The terms of payment and the provisions for price adjustment for inflation, if applicable, are established in the
contract data. These items should not be described in the pricing data.
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5.3.4
Scope of work
5.3.4.1 General
5.3.4.1.1 The scope of work should identify the supplies, services, or engineering and construction
works which are to be provided during the contract and establish requirements and constraints
relating to the manner in which the contract is to be performed. The scope of work also provides
sufficient information to enable tenderers to price and plan the requirements for the contract to
satisfy the employers requirements and expectations in the performance of the contract. The
content of the scope of work will differ between categories of contract, i.e. between supplies,
services and engineering and construction works and will vary significantly from contract to contract.
5.3.4.1.2 SANS 10396 provides guidance on the information that should be included in this section
where targeted procurement procedures are adopted to implement a preferential procurement
policy.
NOTE 1 Specifications should describe the state of the delivered supplies or completed services / works (i.e. what is
to be left behind after the contract) and any constraints on how the contract is to be executed after the award of the
contract.
NOTE 2 Reference to a process applicable prior to the award of a contract must not be included in the scope of
work. This information should be requested in the tendering procedures.
5.3.4.2 Supplies contracts

The scope of work (see annex D for further guidance) should include information on items such as
a) description of the supplies to be supplied / scope of the contract,
b) applicable standards,
c) variations to standardized specifications, and
d) information pertaining to issues such as
1)
specific requirements,
2)
place of delivery, and
3)
time for placing of orders and rate of delivery.
5.3.4.3
Services contracts
The scope of work (see annex D for further guidance) should include information on items such as
a) description of the services to be provided,
b) applicable standards / standardized briefs,
c) variations to standardized specifications, and
d) information pertaining to issues such as
1)
specific requirements,
2)
constraints,
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3)
background information pertaining to the required services,
4)
terms of reference,
5)
time frames for deliverables / milestone dates,
6)
the places for the performance of specific tasks, and
7)
reporting requirements.
5.3.4.4 Engineering and construction works contracts

The scope of work for engineering and construction works (see annex D) is largely dependent upon
the contracting strategy that is adopted by the employer, but should generally include information
on items such as
a) description of the works,
b) design brief including design data performance requirements, if applicable,
c) applicable standards:
1)
construction and management requirements for works contracts
2)
targeted procurement
3)
construction works
4)
materials standards
5)
particular specifications
d) specification data (contract specific provisions and variations to the standardized specifications),
e) list of employer's drawings, and
f) information relating to existing services, site establishment.
NOTE The content of this section is to a large extent dependent upon the contracting strategy which is adopted, for example
traditional pre-planned, design and build, develop and construct, etc. Guidance on the preparation of the clauses for
inclusion in this section may be found in annex D.
5.3.5
Site information
5.3.5.1 Overview
Documentation included in this section should describe the site as at the time of tender to enable
the tenderer to price his tender and to decide upon his method of working and programming.
Normally only actual information about physical conditions of the site and its surroundings is
included in the site information and interpretation is a matter for the tenderer. However, some
employers may wish to include interpretative information, such as inferred geological sections, or
site class designations. In the case of refurbishment projects, site information would be the as-built
drawings of the existing structure.
NOTE Site information is usually only provided in respect of engineering and construction works contracts.
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5.3.5.2 Content
Site information may include
a) subsoil investigation, borehole records and test results,
b) reports obtained by the employer concerning the physical conditions within the site or its
surroundings including mapping, hydrographic data, and hydrological information,
c) references to publicly available information about the site and its surroundings such as published
papers and interpretations of the geotechnical investigation,
d) information about piped and other services below the surface of the site for contracts involving
ground works, and about hook-up and boundary details for contracts with plant interfaces, in
addition to anything about the physical site which impacts upon the contract,
e) information about adjacent buildings and structures, and about existing buildings and structures
on the site (restrictions for heavy loads etc.), and
f) atmospheric and environmental criteria.
NOTE 1 Should the actual conditions on site turn out to be different to those described, then under most conditions
of contract, the contractor would have a claim for compensation or extension of time.
NOTE 2 Matters relating to site facilities, access, places for delivery, etc. are not site information and should be
included in the scope of work, as they are constraints on how the contractor executes the contract.
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Annex A
(informative)
Uniformity in procurement documents

A.1 Introduction
A.1.1 The Green Paper on Public Sector Procurement Reform in South Africa (Ministries of
Finance and Public Works, 1997) identified procurement documentation as being one of the areas
that prevents small and medium enterprises and emerging businesses from competing freely for
public sector contracts. This paper highlights the following in this regard:
a) the use of highly technical language,
incomprehensible to many businesses;
jargon
and
legalese
makes
documentation
b) documents are often poorly written and difficult to understand;

c) the layout and packaging of tender documentation is generally not methodical, and is therefore
confusing. Frequently, conditions of tender are mixed with conditions of contract and are
interspersed with technical specifications. This lack of discipline in the drafting of documents is
very confusing to those who have not had considerable exposure to such documents;
d) frequently, the standard conditions of tender and conditions of contract are drafted to cater for
every conceivable eventuality and no attempt is made to present conditions appropriate to
relatively simple and straightforward contracts;
e) various public sector procurement units use different tender documentation which requires
contractors to invest time in order to familiarise themselves with differing documents; and
f) standard forms of contract or specifications, particularly in the case of engineering and
construction works contracts, are often extensively amended by public sector employers.
Invariably, the list of amendments grows over a period of time as amendments are rarely
withdrawn. These documents are extremely confusing and difficult to comprehend.
A.1.2 Currently each industry sector and different organs of the State have their own ideas and
practices for the format and nomenclature used within a tender and contract document. Each
industry sector has also tailor-made its format and specification practices to suit its own general
conditions of contract. This is fine until work of another sector is included within a contract scope,
or other conditions of contract, such as international conditions required by funding agencies, are
used. Frequently those responsible for preparing procurement documents randomly mix conditions
of tender, conditions of contract, specifications and measurement and payment terms. This has
resulted in documentation being complex and ambiguous in the allocation of ill-defined and
unacceptable risks to contractors and increased tendering costs.
A.2
Benefits of uniformity in procurement documents
The Green Paper argues that uniformity in contract documentation will promote or result (or both) in
a) effective participation by new entrants or emerging enterprises to the business environment,
b) cost effectiveness, both in financial and human resource terms,
c) understanding and interpretation by new entrants or emerging contractors,
d) the simplification of the documentation process,
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e) contractors being able to more easily determine the scope and extent of risk,
f) the management of a contract becoming routine and administration procedures becoming
mechanized, and
g) savings in cost and improvement in quality.
For uniformity to be effective, it should be implemented by all organs of the State, including
parastatals, and the private sector.
A.3
Green Paper principles and proposals
The principles and proposals set out in the Green Paper in respect of uniformity in procurement
documents were as follows:
a) there should be complete separation in contract documentation between conditions of tender,
conditions of contract, specifications and terms of payment (including methods of measurement);
b) a generic categorisation of contracts should be developed in order to regulate and administer
public sector procurement activity in a uniform manner;
c) a national standards body should publish and distribute both human resource and technical
specifications;
d) standard conditions of contract, based on the generic categorization and classification of
contracts, should be used by all organs of the state with minimal project specific amendments;
e) government should play a leading role in the standardization of contract documentation and
contract options and set an example in this regard for the private sector;
f) construction standards common to all disciplines should be developed for engineering and
construction works contracts; and
g) engineering and construction works contracts should be drafted in such a way that they cater for
a hierarchy of projects in terms of complexity and needs.
A.4 Implications of Green Paper proposals

A.4.1 The first proposal, namely that there should be complete separation in contract
documentation between conditions of tender, conditions of contract, specifications and terms of
payment (including methods of measurement), Section 2.4.6 Principles and proposals of the
Green Paper a public sector procurement reform South Africa (April 1997) sets the framework for
procurement reform in the area of procurement documentation. The rest of the above mentioned
proposals add substance to this framework.
A.4.2 The implications of this proposal are that

a) each subject within a tender and within the subsequent contract can only be addressed once
and in a specific place,
b) issues relating to the tender will fall away once the contract is in place,
c) changes in conditions of contract should not affect other aspects of the contract such as
specifications, measurement and payment,
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d) many of the current standardized specifications need to be extensively revised as they make
reference to conditions of contract, methods of measurement and / or terms of payment,
e) stand alone systems of measurement, independent of specifications are required,
f) specifications need to be written independently from conditions of contract, and
g) a standard format for all contracts can be developed.
A.4.3 The implications of the other proposals include

a) standard conditions of tender and contract, based on the generic categorisation and
classification of contracts, should be used, with minimal project specific amendments,
b) terms, words and documents that specify and describe the process of tendering should not be
included in a contract, and
c) within the contract itself there must be a clear division of documents which address
1) the overall agreement,
2) conditions of contract and associated contract data (or variables),
3) contract prices;
4) specifications and drawings which describe the works, services, supplies and state any
constraints on how the works, services, supplies are to be provided, and
5) information about the site, at the time of tender, upon which the contractor bases his price.
A.4.4 Observance of the foregoing is expected to

a) minimize ambiguity and errors in and between the documents which make up a contract for the
provision of the works, as component documents will perform singular functions, and the subject
material contained in the documents is addressed, as far as possible, once only and in a specific
place, and
b) enable all contracts to be developed in the same format using any of the modern delivery
systems coupled to national and international standard forms of contract.
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Annex B
(informative)
Benefits of compiling documents in accordance with SANS 10403

B.1 The generic categorisation of contracts into supplies, services and engineering and
construction works enables the contracting environment to be rationalised, simplified and regulated.
Should employers
a) prepare standard procurement packages for the full range of generic categories of contracts and
the main sub-categorisations complete with standard forms, conditions of tender, data forms, etc
in accordance with the framework provided in this standard,
b) prepare compiler guides to assist those responsible for preparing procurement documents to do
so, and
c) create an electronic library of such documents,
then procurement documents can be compiled routinely as illustrated in the process flow chart
contained in figure 1.
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Decide on generic classification of contract
Determine which subcategory of procurement document applies
Go to electronic library and obtain latest procurement documents and

associated compilers guide for selected subcategory
Read compilers guide and obtain necessary forms and data

sheets from electronic library and any other documents that may
be required
Draft non-standard procurement documents and insert project

specific data in standard documents in accordance with
guidelines provided in the selected compilers guide
Compile procurement document, as directed in relevant

compilers guide
Invite, receive and evaluate tender offers
Figure 1 Process flow chart for the compilation of procurement documentation

from an electronic library
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B.2 Employers can also make extensive reference to standard documentation and compile only
those documents or portions thereof that need to be purpose-written for a project and insert projectspecific data or variables in standard templates. The actions which compilers will need to take in
respect of each and every heading in such circumstances are tabulated in table B.1.
Table B.1 Compilers actions where an employer has developed a
standardized procurement package
1
2
Volumes
Number
Volume I
Volume 2
Description
Tendering
procedures
Returnable
documents
Standard heading
Compilers actions
Tender notice and invitation

to tender
Insert tender specific data in pro forma document
Tender data
Insert tender specific data in pro forma document

Returnable documents
List of returnable
documents
Forms
of
acceptance
Volume 3
offer
Modify list in pro forma document

and
Insert standard documents with or without minor

project specific data.
Contract data (if relevant)
Insert contract-specific
document
Activity schedule / Bill of

quantities
Develop purpose-written document using

standard templates
Select from library the required schedules and

insert into volume.
Contract
data
in
pro
forma

Develop purpose-written instructions using the

standard template or select standard instructions
from library and insert into volume.
Scope of work

standard template
Site information

standard template
B.3 Contractors who are familiar with an employer's standard procurement package will merely
have to read the tender/contract specific sections of the procurement document. Contractors who
are unfamiliar with an employer's standard procurement package should be able to readily locate
any information that they may require.
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Annex C
(informative)
Classifying contracts in terms of the generic

classification of contracts
C.1 Contracts other than those associated with concessions and disposals are classified in
terms of the generic classification of contracts as being, engineering and construction works
contracts or services contracts or supplies contracts. Guidance is, however, necessary to enable
those responsible for compiling procurement documents to determine for a specific contract, which
generic definition applies. Listing typical procurement activities and grouping them under the three
headings can facilitate this. In order to do this a classification of procurement on the basis of
procurement activity is required.
C.2
There is no universal system for categorising clusters of supplies and services. The
European Union has developed a Common Procurement Vocabulary (CPV), based on the
Classification of Products by Activity (CPA); a classification which reflects the industrial structure of
1
the European Community. This CPV serves as a tool for improving transparency and efficiency in
the field of public procurement within the European Union. The use of standard terms in the CPV
makes it easier for potential suppliers to identify the procurement contracts in which they are
interested. (The CPV also facilitates fast and accurate translation of contract notices for publication
in the EU Official Journal, and makes it easier to establish procurement statistics.)
C.3 Procurement Activity Sectors (see table C.1) can be established from the main headings in
CPV. The linking of Procurement Activity Sectors to the European Union's CPV enables
procurement activities to be readily related to a procurement sector as there are more than 8 000
2
descriptors to describe specific procurements (see http://simap.eu.int.).
C.4 The abovementioned definitions for engineering and construction works, supplies and
services and are compatible with the European Unions CPV. Clusters of procurement activities can
be grouped under each of these generic classifications for contracts as shown in tables C.1 and
C.2. Tables C.1 and C.2 enable compilers of procurement documents to rapidly determine the
generic classification of a particular contract.
1 The Common Procurement Vocabulary was developed by the European Union as it was recognised that the Classification
of Products by Activity was supplier-oriented rather than purchaser-oriented. Consequently, many changes were needed to
produce a purchaser-orientated vocabulary.
2 The linking of Procurement Activity Sectors to the European Union's Common Procurement Vocabulary obviates the
necessity to provide procurement officials with comprehensive guidelines to facilitate the correct allocation of individual
contracts to a sector. Procurement officials can simply download the latest version from the European Union's website.
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Table C.1 Procurement Activity Sectors (summary)
1
3
4
#
Description
Supplies contracts
1
Agricultural, horticultural, hunting and related
18
Chemicals, chemical products and man-made fibres.
products.
2
Products of the forestry and logging industry.
19
Rubber, plastic and film products.
3
Fish, fishing products and other by-products of 20
Non-metallic mineral products.
the fishing industry.
4
Coal, lignite, peat and other coal-related
21
Basic metals and associated products.
products.
5
Crude petroleum, natural gas, oil and
22
Fabricated products and materials.
associated products.
6
Uranium and thorium ores.
23
Machinery, equipment, appliances, apparatus and
7
Metal ores.
24
Office and computing machinery, equipment and
supplies.
8
Mining, quarrying and other associated
25
Electrical machinery, apparatus, equipment and
products.
consumables.
9
Food products and beverages.
26
Radio, television, communication, telecommunication
and related equipment and apparatus.
10
Tobacco, tobacco goods and supplies.
27
Medical and laboratory devices, optical and precision
devices, watches and clocks, pharmaceuticals and
related medical consumables.
11
Textiles and textile articles.
28
Motor vehicles, trailers and vehicle parts.
12
Clothing and footwear.
29
Transport equipment.
13
Leather and leather products.
30
Manufactured goods, furniture, handicrafts, specialpurpose products and associated consumables.
14
Wood, wood products, cork products,
31
Recovered secondary raw materials.
basketware and wickerwork.
15
Various types of pulp, paper and paper
32
Electricity, gas, nuclear energy and fuels, steam, hot
products.
water and other sources of energy.
16
Various types of printed matter and articles for
33
Collected and purified water and water distribution.
printing.
17
Petroleum products and fuels.
Engineering and construction works contracts
34
Construction work.
Services contracts
35
Repair, maintenance and installation services.
49
Research and development services.
36
Retail trade services.
50
Architectural, construction, legal, accounting and
business services.
37
Hotel and restaurant services.
51
Administration, defence and social security services.
38
Land transport services and transport via
52
Services related to the oil and gas industry.
pipeline services.
39
Water transport services.
53
Agricultural, forestry, horticultural and other related
services.
40
Air transport services.
54
Printing, publishing and related services.
41
Supporting and auxiliary transport services;
55
Education services.
travel agencies services.
42
Postal and telecommunications services.
56
Health and social work services.
43
Public utilities.
57
Sewage- and refuse-disposal services, sanitation and
environmental services.
44
Insurance and pension funding services,
58
Membership organization services.
except compulsory social security services and
insurance-related services.
45
Services auxiliary to financial intermediation.
59
Recreational, cultural and sporting services.
46
Real estate services.
60
Miscellaneous services.
47
Hire services of machinery and equipment and 61
Private households with employed persons.
of personal and household goods.
48
Computer and related services.
62
Services provided by extra-territorial organizations
and bodies.
NOTE The European Commissions CPV codes associated with Procurement Activity Sectors and the related subsectors can be found in table D.2.
#
2
Description
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Table C.2 Procurement Activity Sectors (expanded)
1
PROCUREMENT ACTIVITY SECTOR

NO.
CPV CODE
01000000-7
02000000-4
05000000-5
10000000-3
11000000-0
12000000-7
13000000-4
14000000-1
15000000-8
5
PROCUREMENT ACTIVITY SUBSECTORS
DESCRIPTION
CPV CODE
SUPPLIES CONTRACTS
Agricultural, horticultural,
01100000-8
hunting and related
products.
01200000-9
01300000-0
01900000-6
Products of the forestry
02100000-5
and logging industry.
02300000-7
02400000-8
02500000-9
Fish, fishing products and
05100000-6
other by-products of the
05200000-7
fishing industry.
05300000-8
05400000-9
Coal, lignite, peat and
10100000-4
other coal-related
10200000-5
products.
10300000-6
Crude petroleum, natural
11100000-1
gas, oil and associated
11200000-2
products.
11300000-3
Uranium and thorium ores. 12100000-8
12200000-9
Metal ores.
13100000-5
13200000-6
13300000-7
Mining, quarrying and
14100000-2
other associated products. 14200000-3
14300000-4
14400000-5
14500000-6
Food products and
15100000-9
beverages.
15200000-0
15300000-1
15400000-2
15500000-3
15600000-4
10
16000000-5
Tobacco, tobacco goods

and supplies.
11
17000000-2
Textiles and textile

articles.
12
18000000-9
Clothing and footwear.
13
19000000-6
Leather and leather

products.
14
20000000-6
Wood, wood products,

cork products, basketware
and wickerwork.
15700000-5
15800000-6
15900000-7
16100000-6
16200000-7
16300000-8
17100000-3
17200000-4
17300000-5
17400000-6
18100000-0
18200000-1
18300000-2
18400000-3
18500000-4
18600000-5
18700000-6
19100000-7
19200000-8
19300000-9
20100000-7
20200000-8
20300000-9
DESCRIPTION
Crops, products of market gardening and
horticulture.
Live animals and animal products.
Products of mixed farming.
Agricultural supplies.
Wood.
Cork.
Forestry products.
Tree-nursery products.
Fish.
Crustaceans.
Aquatic products.
By-products of the fishing industry.
Coal and coal-based fuels.
Lignite and peat.
Coal-related products.
Crude petroleum.
Natural gas.
Bituminous or oil shale.
Uranium ores.
Thorium ores.
Iron ores.
Non-ferrous metal ores.
Miscellaneous ores.
Stone construction materials.
Sand and clay.
Chemical and fertilizer minerals.
Salt and pure sodium chloride.
Related mining and quarrying products.
Animal products, meat and meat products.
Prepared and preserved fish.
Fruit, vegetables and related products.
Animal or vegetable oils and fats.
Dairy products.
Grain mill products, starches and starch
products.
Animal feedstuffs.
Miscellaneous food products.
Beverages.
Tobacco goods.
Tobacco.
Tobacconist supplies.
Textile fabrics and related items.
Textile articles.
Textile yarn and thread.
Textile waste.
Workwear.
Outerwear.
Garments.
Special clothing and accessories.
Leather clothes.
Furs and articles of fur.
Second-hand clothing.
Leather.
Leather articles, luggage and saddlery.
Footwear.
Sawn wood.
Wooden sheets and veneers.
Builders' wood joinery and carpentry.
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NO.
CPV CODE
15
21000000-3
16
22000000-0
17
23000000-7
18
24000000-4
19
25000000-1
20
26000000-8
21
27000000-5
22
28000000-2
23
29000000-9
5
DESCRIPTION
CPV CODE
DESCRIPTION
SUPPLIES CONTRACTS
20400000-0
Wooden containers, pallets, boxes and other
containers.
20500000-1
Articles of wood and cork.
Various types of pulp,
21100000-4
Pulp, paper and paperboard.
paper and paper products.
21200000-5
Paper or paperboard articles.
Various types of printed
22100000-1
Printed books, brochures and leaflets.
matter and articles for
22200000-2
Newspapers, journals, periodicals and
printing.
magazines.
22300000-3
Postcards, greeting cards and other printed
matter.
22400000-4
Stamps, cheque forms, banknotes, stock
certificates, trade advertising material,
catalogues and manuals.
22500000-5
Printing plates or cylinders or other media for
use in printing.
22800000-8
Paper or paperboard registers, account books,
binders, forms and other articles of printed
stationery.
22900000-9
Miscellaneous printed matter.
Petroleum products and
23100000-8
Refined petroleum products.
fuels.
23200000-9
Natural gases.
23300000-0
Miscellaneous petroleum products.
Chemicals, chemical
24100000-5
Chemicals.
products and man-made
24200000-6
Agro-chemical products.
fibres.
24300000-7
Paints, varnishes, printing ink and mastics.
24400000-8
Pharmaceutical and medical chemical products.
24500000-9
Glycerol, soaps, detergents, cleaning and
polishing preparations, perfumes and toilet
preparations.
24600000-0
Explosives and fine chemical products.
24700000-1
Man-made fibres.
24800000-2
Various chemical products.
Rubber, plastic and film
25100000-2
Rubber products.
products.
25200000-3
Plastic products.
25300000-4
Film products.
Non-metallic mineral
26100000-9
Glass and glass products.
products.
26200000-0
Non-refractory ceramic goods and refractory
ceramic products.
26900000-7
Miscellaneous non-metallic mineral products.
Basic metals and
27100000-6
Basic metals.
27200000-7
Tubes.
27300000-8
Iron and steel products.
27400000-9
Precious metals and metals clad with precious
metals.
27500000-0
Aluminium and aluminium products.
27600000-1
Lead, zinc and tin products.
27700000-2
Copper products.
27800000-3
Non-ferrous metal products.
Fabricated products and
28100000-3
Structural metal products.
materials.
28200000-4
Metal tanks, reservoirs and containers; centralheating radiators and boilers.
28300000-5
Nuclear reactors and parts.
28400000-6
Cable, wire and related products.
28500000-7
Miscellaneous fabricated metal products and
related items.
28600000-8
Cutlery, tools, locks, keys and hinges.
28700000-9
Fasteners, chain and springs.
28800000-0
Construction materials and associated items.
Machinery, equipment,
29100000-0
Machinery for the production and use of
appliances, apparatus and
mechanical power.
29200000-1
General-purpose machinery.
29300000-2
Agricultural, horticultural and forestry machinery.
29400000-3
Machine tools.
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NO.
CPV CODE
24
30000000-9
25
31000000-6
5
DESCRIPTION
CPV CODE
SUPPLIES CONTRACTS
29500000-4
29600000-5
29700000-6
29800000-7
Office and computing
30100000-0
machinery, equipment and
supplies.
30200000-1
Electrical machinery,
31100000-7
apparatus, equipment and
31200000-8
consumables.
31300000-9
31400000-0
31500000-1
31600000-2
31700000-3
26
32000000-3
Radio, television,
communication,
telecommunication and
related equipment and
apparatus.
32100000-4
32200000-5
32300000-6
27
33000000-0
28
34000000-7
29
35000000-4
Medical and laboratory

devices, optical and
precision devices, watches
and clocks,
pharmaceuticals and
related medical
consumables.
Motor vehicles, trailers and
vehicle parts.
Transport equipment.
30
36000000-1
Manufactured goods,
furniture, handicrafts,
special-purpose products
and associated
consumables.
31
37000000-8
32
40000000-2
Recovered secondary raw

materials.
Electricity, gas, nuclear
energy and fuels, steam,
hot water and other
sources of energy.
33
41000000-9
Collected and purified

water and water
distribution.
32400000-7
32500000-8
33100000-1
33200000-2
33300000-3
33400000-4
33500000-5
34100000-8
34200000-9
34300000-0
34400000-1
35100000-5
35200000-6
35300000-7
35400000-8
36100000-2
36200000-3
36300000-4
36400000-5
36500000-6
36600000-7
36700000-8
36800000-9
36900000-0
37100000-9
37200000-0
40100000-3
40200000-4
40300000-5
40400000-6
40500000-7
41100000-0
41200000-1
DESCRIPTION
Special-purpose machinery and parts.
Weapons, ammunition and associated parts.
Domestic appliances.
Miscellaneous equipment.
Office machinery, equipment and supplies
except computers.
Computer equipment and supplies.
Electric motors, generators and transformers.
Electricity distribution and control apparatus.
Insulated wire and cable.
Accumulators, primary cells and primary
batteries.
Lighting equipment and electric lamps.
Electrical equipment and apparatus.
Electronic, electromechanical and electrotechnical supplies.
Electronic valves, tubes and electronic
components.
Transmission apparatus for radiotelephony,
radiotelegraphy, radio broadcasting and
television.
Television and radio receivers, and sound or
video recording or reproducing apparatus.
Networks.
Telecommunications equipment and supplies.
Medical devices.
Instruments and appliances for measuring,
checking, testing and navigating.
Industrial process control equipment.
Optical instruments.
Horological instruments.
Motor vehicles.
Vehicle bodies, trailers or semi-trailers.
Parts and accessories for vehicles and their
engines.
Motorcycles, bicycles and sidecars.
Ships and boats.
Railway and tramway locomotives and rolling
stock and associated parts.
Aircraft and spacecraft.
Miscellaneous transport equipment.
Furniture.
Jewellery and related articles.
Musical instruments and parts.
Sports goods and equipment.
Games and toys; fairground amusements.
Miscellaneous manufactured and other goods.
Consumables and consumer goods.
Handicraft and art supplies.
Special-purpose product.
Recovered secondary metal raw materials.
Recovered secondary non-metal raw materials.
Electricity.
Manufactured gas.
Steam, hot water and associated products.
Solar energy.
Nuclear fuels.
Natural water.
Water distribution.
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NO.
CPV CODE
34
35
50000000-5
36
52000000-9
37
55000000-0
38
60000000-8
39
61000000-5
40
62000000-2
41
63000000-9
42
64000000-6
43
65000000-3
DESCRIPTION
5
CPV CODE
SUPPLIES CONTRACTS
DESCRIPTION
ENGINEERING AND CONSTRUCTION WORKS CONTRACTS

Engineering and
General building
Construction work.
Civil engineering
Electrical and Mechanical
Process plant
Specialised works
SERVICES CONTRACTS
Repair, maintenance and
50100000-6
Repair, maintenance and associated services of
installation services.
vehicles and related equipment.
50200000-7
Repair, maintenance and associated services
related to aircraft, railways, roads and marine.
50300000-8
Repair, maintenance and associated services
related to personal computers, office equipment,
telecommunications and audio-visual
equipment.
50400000-9
Repair and maintenance services of medical
and precision equipment.
50500000-0
Repair and maintenance services for pumps,
valves, taps and metal containers, plant and
machinery.
50700000-2
Repair and maintenance services related to
buildings.
50800000-3
Miscellaneous repair and maintenance services.
50900000-4
Installation services.
Retail trade services.
52100000-0
Retail trade services of food products.
52200000-1
Retail trade services of beverages.
52300000-2
Retail trade services of furniture.
52400000-3
Retail trade services of clothing.
52500000-4
Retail trade services of construction materials.
52600000-5
Retail trade services of printed matter.
52700000-6
Retail trade services of office items.
52800000-7
Retail trade services of horticultural products.
52900000-8
Retail trade services of medical products.
Hotel and restaurant
55100000-1
Hotel services.
services.
55300000-3
Restaurant and food-serving services.
55400000-4
Beverage-serving services.
55500000-5
Canteen and catering services.
Land transport services and
60100000-9
Land transport services.
transport via pipeline
60200000-0
Pipeline transport services.
services.
Water transport services.
61100000-6
Passenger transport services by water.
61200000-7
Transport by water of freight.
61300000-8
Cable-laying ship services.
61400000-9
Shipping operations
Air transport services.
62100000-3
Scheduled air transport services.
62200000-4
Non-scheduled air transport services.
62300000-5
Space transport services.
Supporting and auxiliary
63100000-0
Cargo handling and storage services.
transport services; travel
63200000-1
Support services for land transport.
agencies services.
63300000-2
Support services for water transport.
63400000-3
Support services for air transport.
63500000-4
Travel agency, tour operator and tourist
assistance services.
63600000-5
Logistics services.
Postal and
64100000-7
Post and courier services.
telecommunications
64200000-8
Telecommunications services.
services.
Public utilities.
65100000-4
Water distribution and related services.
65200000-5
Gas distribution and related services.
65300000-6
Electricity distribution and related services.
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NO.
CPV CODE
44
66000000-0
45
67000000-7
46
70000000-1
47
71000000-8
48
72000000-5
49
73000000-2
50
74000000-9
51
75000000-6
52
76000000-3
53
77000000-0
54
78000000-7
5
DESCRIPTION
CPV CODE
DESCRIPTION
SUPPLIES CONTRACTS
65400000-7
Other sources of energy supplies and
distribution.
65500000-8
Meter reading service.
Insurance and pension
66100000-1
Pension funding services.
funding services, except
66200000-2
Life insurance services.
compulsory social security
66300000-3
Non-life-insurance services.
services and insurancerelated services.
Services auxiliary to
67100000-8
Services auxiliary to financial intermediation,
financial intermediation.
except to insurance and pension funding.
67200000-9
Services auxiliary to insurance and pension
funding.
67300000-0
Brokerage services.
Real estate services.
70100000-2
Real estate services with own property.
70300000-4
Real estate agency services on a fee or contract
basis.
Hire services of machinery
71100000-9
Hire of personal and household goods.
and equipment and of
71200000-0
Hire of transport equipment.
personal and household
71300000-1
Hire of machinery and equipment other than
goods.
transport equipment.
Computer and related
72100000-6
Hardware consultancy services.
services.
72200000-7
Software programming and consultancy
services.
72300000-8
Data services.
72500000-0
Computer-related services.
Research and development
73100000-3
Research and experimental development
services.
services.
73200000-4
Research and development consultancy
services.
73300000-5
Design and execution of research and
development.
Architectural, construction,
74100000-0
Legal, accounting, auditing, business,
legal, accounting and
management and related services.
business services.
74200000-1
Architectural, engineering, construction and
related technical consultancy services.
74300000-2
Testing, inspection, analysis, monitoring and
control services.
74400000-3
Advertising and marketing services.
74500000-4
Labour recruitment and provision of personnel
services.
74600000-5
Investigation and security services.
74700000-6
Cleaning services.
74800000-7
Miscellaneous business and business-related
services.
Administration, defence and
75100000-7
Administration services.
social security services.
75200000-8
Provision of services to the community.
75300000-9
Compulsory social security services.
Services related to the oil
76100000-4
Professional services for the gas industry.
and gas industry.
76200000-5
Professional services for the oil industry.
76300000-6
Drilling services.
76400000-7
Rig-positioning services.
76500000-8
Onshore and offshore services.
Agricultural, forestry,
77100000-1
Agricultural services.
horticultural and other
77200000-2
Forestry services.
related services.
77300000-3
Horticultural services.
77400000-4
Zoological services.
77500000-5
Animal husbandry services.
77600000-6
Hunting services.
77700000-7
Services incidental to fishing.
Printing, publishing and
78100000-8
Printing services.
related services.
78200000-9
Services related to printing.
78300000-0
Publishing services.
78400000-1
Subscription services.
29
SANS 10403:2003
Edition 1
1

NO.
CPV CODE
5
DESCRIPTION
CPV CODE
SUPPLIES CONTRACTS
Education services.
80100000-5
80200000-6
80300000-7
80400000-8
Health and social work
85100000-0
services.
85200000-1
85300000-2
Sewage- and refuse-disposal 90100000-8
services, sanitation and
environmental services.
90200000-9
90300000-0
Membership organization
91100000-5
services.
91200000-6
91300000-7
55
80000000-4
56
85000000-9
57
90000000-7
58
91000000-4
59
92000000-1
Recreational, cultural and

sporting services.
60
93000000-8
Miscellaneous services.
61
95000000-2
62
99000000-0
Private households with

employed persons.
Services provided by extraterritorial organizations and
bodies.
92100000-2
92200000-3
92300000-4
92400000-5
92500000-6
92600000-7
93100000-9
93200000-0
93300000-1
93400000-2
93500000-3
93600000-4
93700000-5
93900000-7
95100000-3
99100000-1
DESCRIPTION
Primary education services.
Secondary education services.
Higher education services.
Adult and other education services.
Health services.
Veterinary services.
Social work and related services.
Sewage and refuse collection and disposal
services.
Sanitation and related services.
Environmental and ecological services.
Services furnished by business, professional
and specialist organizations.
Services furnished by trade unions.
Miscellaneous membership organizations
services.
Motion picture and video services.
Radio and television services.
Entertainment services.
News-agency services.
Library, archives, museums and other cultural
services.
Sporting services.
Washing and dry-cleaning services.
Hairdressing and beauty treatment services.
Physical well-being services.
Accommodation and office services.
Civic-amenity services.
Marine services.
Funeral and related services.
Various services.
Services of commercial and industrial workers.
Services specific to international organizations
and bodies.
NOTE 1 CPV codes have 9 digits; the ninth digit being a digit to check if the other eight are correct. The first two digits
establish the division. The six other digits represent one level of classification. The higher the number of code within a
division (i.e. numbers with more zeros) the more general the description.
NOTE 2 The full set of CPV codes can be downloaded from http://simap.eu.int
30
SANS 10403:2003
Edition 1
Annex D
(informative)
Items which should be addressed in the scope of work

D.1
Engineering and construction works contracts
D.1.1 The topics tabulated in table D.1 are recommended for inclusion in the scope of work of
engineering and construction works. Some of the topics may not be required where use is made of
standards for construction and management requirements, or a generic management specification
issued by a particular employer, as these documents may adequately cover these topics. Likewise,
the use of certain forms of contract and the adoption of some contracting strategies may obviate the
necessity for some of the headings.
D.1.2 The list of topics should serve as a checklist for those compiling the scope of work to ensure
that all requirements are stated.
NOTE The headings follow general project management practice, namely Engineering Procurement - Construction
Management.
31
SANS 10403:2003
Edition 1
Table D.1 Topics which should be considered in the development of the scope of work for
engineering and construction works contracts
1
3
COMMENTARY
TOPIC
ASPECT
DESCRIPTION OF THE WORKS
Employers objectives
Overview of the works
Extent of the works
Location of the works
Temporary works
ENGINEERING
Design services and
activity matrix
Employers design
Design brief
Drawings
Design procedures
PROCUREMENT
Preferential
procurement
procedures
Subcontracting
Requirements
Resource standard
pertaining to
targeted
procurement
Scope of mandatory
subcontract works
Preferred
subcontractors /
suppliers
Subcontracting
procedures
Attendance on
subcontractors
Describe the employers objectives for the delivered end product or the
project.
Provide a short description of the works, its purpose, etc, including all
necessary temporary works in addition to those designed by the
employer.
Provide a brief outline of the scope of work.
Ensure that all operations, particularly those requiring special attention,
are listed.
State the place where the works are to be provided and provide
numbers of drawings that describe its location.
Briefly describe the temporary works, as relevant, i.e. what they are and
where they are located, and how they are to be dealt with upon
completion.
Identify responsibilities for design and related documentation:
Example
Works designed by, per design stage:
Concept, feasibility and overall process
Employer
Basic engineering and detail layouts to tender stage
Employer
Final design to approved for construction stage
Employer
Temporary works
Contractor
Preparation of as-built drawings
Contractor
Describe the extent of the employers design, if any.
Where the contractor is responsible for the design, provide a
comprehensive design brief which includes employer preferences,
examples of requirements and mandatory requirements, all constraints
including size and space limitations and performance standards that set
out both user and technical requirements in general terms, the levels of
required performance for all attributes and the means by which
compliance can be evaluated.
State requirements for drawings to be prepared by contractor and list all
drawings prepared by the employer.
Establish design procedures where the contractor is responsible for the
design which as a minimum sets out:
interfaces with existing structures, plant etc;
any temporary works requirements, if any, e.g. specialized
items of equipment;
design integration before and during construction;
procedures for all necessary approvals;
special procedures e.g. environmental;
design change procedures; and
record keeping and tracking of documents.
State requirements appropriate to the methodology and procedures
which are to be followed. (See Annex A of SANS 10396:2003) Make
reference to Preference Schedules, if any.
State the number, title, part, and edition of targeted procurement
standards applicable to the contract and all data, variations and
definitions required e.g. definitions of target groups, weighting factors,
etc. (Refer to SANS 10396 for specific guidance)
Describe work which the contractor is to subcontract to nominated,
selected or specialist subcontractors.
List approved domestic subcontractors and suppliers, as necessary.
State specific procedures relating to the selection and appointment of
subcontractors including requirements for subcontract documents, as
necessary.
State requirements for attendance on nominated and other
subcontractors.
32
SANS 10403:2003
Edition 1
3
COMMENTARY
TOPIC
ASPECT
CONSTRUCTION
Works specifications
Applicable SANS
standards
Applicable national
and international
standards
Particular/generic
specifications
Certification by
recognized bodies
Agrment
certificates
Plant and materials
Construction
Equipment
Existing services
Plant and materials

supplied by the
employer
Materials, samples
and shop drawings
Requirements for
equipment
Equipment provided
by the employer
Known services
Treatment of existing
services
Use of detection
equipment for the
location of
underground
services.
Damage to services
Reinstatement of
services and
structures damaged
during construction
State the number, title, part and edition of the standard(s) for
construction works applicable to the contract and all associated
specification data.
List all applicable national and international standards and all values
pertaining to specific attributes relating thereto.
Include or make reference to particular (purpose-written for the project or
specifications of the contracting authority) which are applicable to the
works:
Such specifications should be drafted such that they:
- contain acceptance procedures to enable compliance to be
determined;
- specify requirements uniquely and unambiguously;
- set out requirements for items by describing both their physical and
functional characteristics in a comprehensive manner;
- state what is to be provided and not how it is to be provided.
Such specifications should not contain particulars relating to
measurement and payment, i.e. matters pertaining to the Pricing Data.
State which institutions may certify items for inclusion in the works and
building systems e.g. Agrment Board of South Africa.
State requirements for the use of alternative materials, which are the
subject of an Agrment certificate, requirements for providing Agrment
certificates (see w.w.w. agrement.co.za.)
Provide details of all plant free issue and materials and state
procedures associated therewith.
State requirements for proof of compliance with materials specifications,
samples of materials and finishes, shop drawings required to amplify the
designs of aspects of the works, use of proprietary materials, etc.
State minimum requirements for equipment as necessary.
Provide details of equipment made available for use by the contractor
and set out conditions relating thereto.
Describe known services making reference to drawings containing
known services and state requirements for locating, marking and
recording such services.
State requirements for the treatment of existing services i.e. their
termination, diversion or continued use, either temporarily or
permanently, and set out the procedures relating thereto.
State requirements, as necessary, for the use and availability of
detection equipment for the location of underground services.
State responsibility for damage to services, known and unknown, and

requirements for working in close proximity to services etc.
State requirements and reinstatement procedures for the notification and
repair of damage to services, penalties applicable to the damage of
services, etc.
33
SANS 10403:2003
Edition 1
3
COMMENTARY
TOPIC
ASPECT
Site establishment
Services and
facilities provided by
the employer
Facilities provided
by the contractor
Storage and
laboratory facilities
Other facilities and
services
Vehicles and
equipment
Advertising rights
Notice boards
Site usage
Permits and way

leaves
Alterations, additions,
extensions and
modifications to
existing works
Inspection of
adjoining properties
Water for construction

purposes
Survey control and
setting out of the
works
State the facilities and the services which are to be provided by the
employer subject to the contractor accepting that the employer is unable
to guarantee they will be available at all times and always in the form or
location stated:
-water: location, quality, approximate pressure, source, etc
-electricity: location, phase, source, etc
-telecommunication services: location of lines, etc
-ablution facilities: nature and location
-accommodation: nature and location
-medical / first aid facilities: nature and location
-fire protection services: nature and location
-other: describe as appropriate.
State requirements, as necessary, for the contractor to:
-hook up to, and distribute water, electricity and telecommunication
services;
-provide stand-by or back up for each service or facility the employer
may provide, in the event of its interruption or failure;
-clear up and make good when the service or facility is no longer
required, leave the employers facilities in the condition they were
before the contractor first made use of them, fair wear and tear
excepted, and
-continuously clear and dispose of waste and surplus materials to
maintain the site in a tidy state.
State requirements for facilities to be provided by the contractor such as
construction camps, offices and workshops facilities for the due and
proper fulfilment of the contract and those facilities for use by the
employer and his agents. Also state what happens to these facilities
upon completion of the contracts. Set out constraints, if any, as to the
location by the contractor of such facilities on the site and requirements
for drawings of site facilities, as necessary.
State requirements for storage and laboratory facilities.
State requirements for all other temporary facilities necessary for
providing the works which are not provided by the employer including
power, water, telecommunications, security services, medical, fire
protection, sanitation and toilets, waste disposal.
State requirements for vehicles, computers, survey and testing
equipment, office furniture etc for the use of the employer and his
agents.
Establish the rights relating to advertisements.
State requirements, if any, for notice boards e.g. size, content, placing,
design, timing for removal etc, including those in respect of all types of
subcontractors.
State restrictions, if any, placed on the contractor and his
subcontractors.
Provide information on permits and way leaves obtained by employer
from authorities and state requirements for the contractor to obtain
permits and way leaves from authorities.
State requirements for the contractor to satisfy himself that the
dimensional accuracy, alignment, levels and setting out of existing
structures or components thereof are compatible with the proposed
works and procedures for notifying the employers representative where
this is not the case. Also state procedures for dealing with the detection
of defects in work previously executed that will impact on the works.
State requirements for the inspection with the owners of adjacent
buildings and properties and representatives of local authorities before
commencing with the works that have the potential to damage
surrounding buildings and property.
State arrangements for procuring, transporting, storing, distributing and
applying the water needed for construction purposes.
Provide information on survey controls established by the employer, if
any, and state requirements for survey control and the setting out of the
works.
34
SANS 10403:2003
Edition 1
3
COMMENTARY
TOPIC
ASPECT
MANAGEMENT
Management of the
Applicable SANS
works
standards
Particular /Generic
specifications
Planning and
programming
Sequence of the
works
Software application
for programming
Methods and
procedures
Quality plans and

control
Environment
Accommodation of
traffic on public
roads occupied by
the contractor
State the number, title, part and standards applicable to the contract and
all associated specification data.
Make reference to particular (purpose-written) or generic (inhouse)
specifications prepared by the employer applicable to the contract.
State requirements for format of programme, level of detail, critical path
activities and their dependencies, frequency of updating, etc. Provide
particulars of phased completion, programme constraints, milestone
dates for completion etc, as necessary.
State requirements for sequence of the works if so required.
State any requirements.
State requirements, restrictions and / or procedures in respect of:
the way in which work is to be executed when buildings are
occupied;
the cleanliness of the site;
protection of trees and shrubs;
blasting operations;
the location of borrow pits, disposal of excess materials, deposition
of materials, etc in earthworks activities;
work on or adjacent to structures, railway lines, pipelines, roads,
cables etc;
the management and disposal of water on the site arising from
whatever cause;
access, roads, maintenance of accesses and walkways;
cooperation with others on the site;
existing premises and adjoining properties;
dealing with underground and other existing services, cable and
pipe trenches and covers;
dealing with objects of historical or environmental interest;
title to materials from excavation and demolition;
site records;
hours of work; rules and conduct in respect of the personnel of the
contractor and his subcontractors;
noise, dust, water, waste and other impediments;
checking work of others;
access for other contractors;
giving notice of work to be covered up;
scaffolding and temporary works;
care of the works; plant and materials;
establishing and removing equipment from the site;
samples and mock ups;
progress photographs;
maintenance until completion;
plant codification (configuration management);
training of operators;
materials storage facilities and samples for tests and inspections to
be provided;
etc.
State requirements for quality plans and when they are to be provided.
Also state requirements for quality control, samples of workmanship, etc.
State requirements and / or constraints pertaining to the minimizing of
dust nuisance, noise levels, pollution of streams, and inconvenience to, or
interference with the public or others arising out of the execution of the
works. Also state any constraints to construction contained in
environmental impact studies.
State requirements for safety, clearances, temporary deviations, access
to properties, temporary traffic control facilities, etc.
35
SANS 10403:2003
Edition 1
3
COMMENTARY
TOPIC
ASPECT
Other contractors on
site
Testing, completion,
commissioning and
correction of defects
Recording of
weather
Format of
communications
Key personnel
Management
meetings
Forms for contract
administration
Electronic payments
Daily records
Bonds and
guarantees
Payment certificates
Permits
Health and safety
Proof of compliance
with the law
Insurance provided
by the employer
Health and safety
requirements and
procedures
Protection of the
public
Barricades and
lighting
Identify other contractors who may be employed on or near the site and
are not included in the contract. Establish which parts of the site they will
occupy and for what periods.
State requirements and / or procedures for
use of the works before completion has been certified,
handover / beneficial occupation,
precommissioning and commissioning of the works or part thereof,
before and after completion,
certifying completion,
start-up; operation of the works; special arrangements associated
with operating plant and machinery, etc.,
training and technology transfer,
take over,
operational maintenance (if any), after completion,
work which contractors may carry out after completion has been
certified (in addition to correcting defects), and
arranging access for correction of defects.
State requirements for the recording and gathering of weather data.
State formats of different types of communications (e.g. site instructions,
requests for inspections) and attach pro formas of such documents, as
necessary, to the end of the scope of work.
State requirements for a schedule of key personnel / schedule of contact
particulars of key personnel, if required, and state when the schedule is to
be submitted to the employers' representative. Attach pro formas of such
documents to the end of the scope of work.
Provide particulars of times, days, location, attendance requirements, etc,
as required and state requirements for representatives having the
necessary delegated authority in respect of aspects such as planning,
change management and health and safety.
State requirements, if any, for use of standard forms for contract
administration purposes and attach pro formas of such documents to the
end of the scope of work.
Also state if forms are available in electronic format.
State details required / procedures to obtain electronic payments, as
relevant.
State requirements for daily records of resources (people and equipment
employed) / site diaries in respect of work performed on the site and
where such documents are to be held.
State number of copies and the place where bonds and guarantees are to
be lodged. State the place where bonds and guarantees can be collected
when they are released in accordance with the contract.
State requirements for substantiation of claims in payment certificates to
expedite verification and certification by employers representative.
State requirements for contractors staff to have security / entrance
permits, etc.
State specific documents / methods by which compliance with any
legislation is to be verified, as necessary.
State where copies of insurance effected by the employer may be
obtained.
Establish health and safety requirements and make reference to health
and safety specifications, any contract between the contractor and
employer, schedules, etc. Also state when such documents are to be
submitted to the employer's representative. Attach pro formas of such
State requirements for the erection, maintenance and removal upon
completion of hoardings with gantries, fans, safety screens, barriers,
access gates, covered gangways, etc. as necessary for the enclosure of
the works or portions thereof.
State requirements for barriers, hoardings, access gates, fences, access
gangways and hand-railing, weather protection, temporary lighting and
anything else necessary for the security, protection, and safety of the
public, employees of the contractor and others.
36
SANS 10403:2003
Edition 1
3
COMMENTARY
TOPIC
ASPECT
MANAGEMENT
Traffic control on
roads
Measures against
disease and
epidemics
Aids awareness
ANNEXES
Annexes
D.2
(List by title)
State safety requirements and procedures where the contractor

has occupation of public and private roads.
State requirements for measures to be taken to prevent the spread
of diseases and epidemics.
State requirements for aids awareness campaigns, counselling,
etc.
Attach other data sheets, completed returnable schedules, pro
forma documents, particular specifications, drawings, sketches,
etc. that are referred to in this document.
Services contracts
The topics tabulated in table D.2 are recommended for inclusion in the scope of work of services
contracts. The topics should serve as a checklist for those compiling the scope of work to ensure
37
SANS 10403:2003
Edition 1
Table D.2 Topics which should be considered in the development of the
scope of work for services contracts
1
TOPIC
COMMENTARY
Clients / employers objectives
Describe the clients / employers objectives for the services.
Description of the services
Provide a short description of the services and outline what the

consultant is to provide.
Extent of the services
Provide a brief outline of the extent of services and key deliverables, as

appropriate.
Use of reasonable skill and care
Identify the work for which the consultant is required to execise

reasonable skill and care.
Co-operation with other services providers
Identify other service providers on the project and establish how

interactions are to take place.
Brief
State, as necessary
a)
terms of reference,
b)
time frames for deliverables / milestone dates,
c)
place(s) for the performance of specific tasks, and
d)
reporting requirements.
Reference data
State the reports, surveys, agreements, etc. upon which the service
provider is to base his brief, if any.
Applicable national and international standards
List all applicable national, regional and international standards and all
values pertaining to specific attributes relating thereto.
Particular/Generic specifications
Attach or make reference to particular (purpose written) or generic

(standard inhouse) specifications (purpose written for the project or
specifications of the procuring department or professional associations)
which are applicable to the services.
Approvals
Identify all those parties from whom the consultant has to obtain
approvals and outline the procedures that are to be followed.
Procurement
State requirements appropriate to the methodology and procedures that

are to be followed. (See Annex A of SANS 1O396:2003) Make reference
to preference schedules, if any.
State the number, title and edition of resource specifications applicable to
the contract and all data and definitions required e.g. definitions of target
groups, weighting factors, etc. (Refer to SANS 1O396 for specific
guidance)
Access to land / buildings / sites
Describe arrangements for access to land / buildings / sites and any

restrictions relating thereto.
Planning and programming
State requirements for format of programme, level of detail, critical path

activities and their dependencies, frequency of updating, key dates, etc.
Provide particulars of phased completion, programme constraints,
milestone dates for completion etc., as necessary.
List the activities to be carried out by the employer/client or by others
which are to be included in the consultants programme.
Software application for programming
State any requirements.
Quality management
Briefly describe
- what quality management systems the consultant will be required to
operate, and
- the intention of the employer / client in terms of the monitoring of
quality management, who will carry out such monitoring (employer /
client or agent) and if the monitoring forms part of a quality
management system or will require only an occasional verification.
38
SANS 10403:2003
Edition 1
TOPIC
COMMENTARY
Format of communications
State formats of different types of communications and attach pro formas

of such documents to the end of the scope of work.
Also state requirements for the format of documents which are to be
retained, eg microfilm, computer tapes / CDs or original form.
Key personnel
State requirements for a schedule of key personnel / schedule of contact

particulars of key personnel, if required, and state when the schedule is
to be submitted. Attach pro formas of such documents to the end of the
scope of work.
Management meetings
Provide particulars of times, days, location, attendance requirements,

etc., as required, and state requirements for representatives having the
necessary delegated authority.
Forms for contract administration

administration purposes and attach pro formas of such documents at the
Also state if forms are available in electronic format.
Electronic payments

relevant.
Daily records
State requirements for daily records of time spent.
Professional indemnity insurances
State number of copies and the place where policies are to be presented.

expedite verification and certification by employers / clients
representative.
Use of documents by the employer
State the purpose for which the employer / client will be using any
documents provided by the consultant e.g., construction, maintenance,
extension, rebuilding, etc.
Property provided for the Consultants use
List all property to be provided by the employer / client and others for the
consultant's use.
Proof of compliance with the law
State specific documents / methods by which compliance with any

legislation is to be verified, as necessary.
ANNEXES
List by title
Provide data sheets, completed returnable schedules, pro forma

documents, particular specifications, drawings, sketches etc. which are
referred to in this document.
D.3 Supplies contracts

The topics tabulated in table D.3 are recommended for inclusion in the scope of work of supplies
contracts. The topics should serve as a checklist for those compiling the scope of work to ensure
39
SANS 10403:2003
Edition 1
Table D.3 Topics which should be considered in the development of the
scope of work for supplies contracts
1
TOPIC
COMMENTARY
Employers / purchasers objectives
Describe the employers / purchasers objectives for the supplies as

delivered.
Overview of the required supplies
Provide a short description of the supplies.
Extent of the supplies
Provide a brief outline of the quantity, duration and nature of the supplies.
Applicable national and international

standards
List all applicable national, regional and international standards and all
values pertaining to specific attributes relating thereto.
Particular/Generic specifications
Include or make reference to particular (purpose-written for the project) or

generic (standard specifications of the procuring department)
specifications that are applicable to the supplies.
Specific requirements
State specific requirements, as necessary.
Delivery
Provide delivery details including information such as:

- specific delivery requirements;
- place of delivery; and
- time for placing of orders and rate of delivery.
Certification by recognized bodies
State which institutions may certify acceptability of items.
Quality plans and control
State requirements for quality plans and when they are to be provided.
State requirements for quality control, samples of items, etc.
Procurement
State requirements appropriate to the methodology and procedures that

are to be followed. (See Annex A of SANS 1O396:2003) Make reference
to preference schedules, if any.
State the number, title, part and edition of targeted procurement
standards applicable to the contract and all data, variations and
definitions required e.g. definitions of target groups, weighting factors,
etc. (Refer to SANS 1O396 for specific guidance.)
Format of communications
State formats of different types of communications (e.g. orders) and

attach pro formas of such documents, to the end of the scope of work.
Forms for contract administration

administration purposes and attach pro formas of such documents, to the
Electronic payments

relevant.
Bonds and guarantees
State number of copies and the place where bonds and guarantees are
to be lodged. State the place where bonds and guarantees can be
collected when they are released in accordance with the contract.

expedite verification and certification by employers representative.
Insurance provided by the employer /

supplier
State where copies of insurance effected by the employer / supplier may

be obtained.
Health and safety requirements and

procedures
Establish health and safety requirements and make reference to health

and safety specifications, any contract between the contractor and
employer, schedules, etc.. Also state when such documents are to be
submitted to the employer's representative. Attach pro formas of such
40
SANS 10403:2003
Edition 1
TOPIC
COMMENTARY
ANNEXES
(List by title)
Attach data sheets, completed returnable schedules, pro forma

documents, particular specifications, drawings, sketches, etc. that are
referred to in this document.
Standards South Africa
41

Sans 10403

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ICS 01.110; 91.010.

SOUTH AFRICAN NATIONAL STANDARD

Formatting and compilation of construction

Published by Standards South Africa

2 Normative reference .............................................................................................................

4 Format for the compilation of procurement documentation ..................................................

4.1 General requirements for procurement documents.......................................................

5 Compilation of procurement documents ...............................................................................

5.1 General ..........................................................................................................................

Summary for tender opening purposes (optional)...............................................

5.3 The Contract .................................................................................................................. 12

Annex A (informative) Uniformity in procurement documents ................................................ 17

Formatting and compilation of construction procurement documents

4 Format for the compilation of procurement documentation

4.2 Format for the compilation of procurement documents

Tender notice and invitation to tender

List of returnable documents

Table 2 Documents that relate to the contract

Forms of offer and acceptance

Activity schedule / Bill of quantities

4.2.2 Compiling tender documents

Tender notice and invitation to tender

List of returnable documents

Form of offer and acceptance (if acceptance is

Contract data (if relevant)

Activity schedule / Bill of quantities

Part 1: Agreements and

Form of acceptance (if separate from form of

Contract data (if not included in volume 2)

Site information (if relevant)

4.2.3 Compiling the contract

4.3.2 Compilation procedures

5 Compilation of procurement documents

Tender notice and invitation to tender

List of returnable documents

Forms of offer and acceptance

Activity schedule / Bill of quantities

5.2 The Tender

Summary for tender opening purposes (optional)

5.2.2 Tender notice and invitation to tender

5.2.3.1 Tender data

5.3 The Contract

5.3.2.2 Contract data

5.3.4.2 Supplies contracts

place of delivery, and

time for placing of orders and rate of delivery.

background information pertaining to the required services,

time frames for deliverables / milestone dates,

the places for the performance of specific tasks, and

5.3.4.4 Engineering and construction works contracts

construction and management requirements for works contracts

Uniformity in procurement documents

b) documents are often poorly written and difficult to understand;

Benefits of uniformity in procurement documents

Green Paper principles and proposals

A.4 Implications of Green Paper proposals

A.4.2 The implications of this proposal are that

A.4.3 The implications of the other proposals include

A.4.4 Observance of the foregoing is expected to

Benefits of compiling documents in accordance with SANS 10403

Decide on generic classification of contract

Determine which subcategory of procurement document applies

Go to electronic library and obtain latest procurement documents and

Read compilers guide and obtain necessary forms and data