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Contractor Management

HSE Procedure

Implementation Date:

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HSE Contractor Management Procedure

Revision History

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Da Summary of
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0 First issue approved and authorized for use.

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Contents

Section Page No.

Approvals ..................................................................................................................................................................2
Revision History .....................................................................................................................................................3
Contents ....................................................................................................................................................................
4

1.0 Purpose .........................................................................................................................................................5
2.0 Scope............................................................................................................................................................. 5
3.0 References .................................................................................................................................................. 5

4.0 Definitions and Abbreviations................................................................................................................... 5

5.0 Responsibilities...........................................................................................................................................5
6.0

Procedure.....................................................................................................................................................5

6.1 General.......................................................................................................................................................... 5

6.2 Hazard Identification and Risk Assessment .................................................................................................. 5
6.3 Pre-Qualification HSE Assessment ................................................................................................................ 6

6.3.1 Tender
Information............................................................................................................................................6
6.3.2 Tender Evaluation
............................................................................................................................................6
6.4 Monitoring of Contractor's Performance
............................................................................................................6
6.4.1 HSE Checklist
.................................................................................................................................................. 7
6.4.2 Contractor Monitoring
.......................................................................................................................................8
7.0 Records
..............................................................................................................................................................8
8.0 Appendix
............................................................................................................................................................9

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HSE Contractor Management

1.0 Purpose

This procedure describes the requirements on contractors t o ensure contractors selected to carry
out work on Project sites are made fully aware of the HSE requirements and their own obligations in
respect of these requirements.

The term "contractor" applies equally to consultants, contractors or sub-contractors.

2.0 Scope

This procedure is applicable for all projects.

3.0 References

Risk Management

4.0 Definitions and Abbreviations

HSE Health, Safety and Environmental

5.0 Responsibilities

Refer Below

6.0 Procedure

6.1 General

a) All contractors tendering for work with company, or where the company is assisting a
client in the selection of a contractor, shall be subject to a review. The r e v i e w s h a l l
c o n s i d e r t h e contractor's HSE system and their HSE record.

b) The selection procedure employed should vary according to the nature of the work or the service to be provided and
the degree of risk involved in the work.

c) The main hazards which may arise from employing a contractor with inadequate health, safety
and environmental arrangements are:

i. Failure to ensure health and safety of their own employees;

ii. Failure to ensure health and safety of persons other than their own employees;

iii. Failure to provide safe systems of work;

iv. Failure to manage their environmental obligations.

d) The sections below describe the review process:

6.2 Hazard I d e n t i f i c a t i o n and Risk Assessment

a) The Contractor will need to show that he can satisfy the requirements of the management with
regard to suitable systems of hazard identification and the application of risk control
techniques.

b) The Procedure of HSE Risk Management describes how Risk Management should be carried
o u t on Project Sites. This procedure s h a l l be used as the minimum acceptable bench
mark.

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HSE Contractor Management Procedure

iii.
6.3 Pre-Qualification HSE Assessment HS
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a) The following details shall be requested and obtained as a minimum: Pro
dur
i. Copy of Company Health, Safety and Environmental Policies; ;

ii. Details of individual HSE responsibilities;

iii. Details of HSE Department organization and qualifications of HSE advisors or details of
any other advisory service retained by that Company;

iv. Details of HSE training program

v. Membership of HSE organizations; vi.

HSE awards won;

vii. Accident statistics for the past 5 years;

viii. Details of any health, safety and environment enforcement notices issued against the
contractor.

b) A Project Specific Form may be developed for this purpose:

6.3.1 Tender Information

a) The tender submission shall include a job-specific HSE statement which identifies
the principal hazards likely to be encountered and details the means by which HSE risks
will be minimized or eliminated.

b) Sufficient information shall be included in the contract documents to enable a contractor to
produce this HSE statement.

6.3.2 Tender Evaluation

a) Indicative method statements received from the contractor shall have addressed all the points
raised in the contract documentation. This shall be confirmed in the tender evaluation.

b) An optional tender evaluation meeting may be held to clarify any uncertainties that may exist
in the information supplied, and to verify that the contractor's personnel are fully
conversant with the requirements of the contract.

6.4 Monitoring of Contractor's Performance

a) Where company has control of the site or premises or is employed to monitor the
contractor's HSE performance, the following actions shall be undertaken:

i. Issue of HSE Plans and confirmation of receipt obtained.

ii. HSE meetings between contractor, subcontractors, other relevant parties and the client if
appropriate.

b) A typical agenda for an initial meeting shall include the following:

i. Program implications;

ii. Hazard identification and risk assessment;
HSE Contractor Management Procedure

c
iv. Project Fire Plan; o
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v. Arrangements for co-ordination, liaison and communication; m
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vi. HSE Manager’s functions and arrangements for joint consultation; n
ci
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vii. Method Statements;
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viii. Arrangements for monitoring site HSE issues;
or
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ix. Permits to work; ?

x. Arrangements for training, information and instruction including induction;

xi. Environmental matters;

xii. Policy on use of common facilities, plant and equipment;

xiii. Arrangements for record keeping and statutory examinations;

xiv. External liaison;

xv. Responsibilities of sub-contractors;

xvi. HSE audit and I or inspections of the contractor’s arrangements and performance with
respect to HSE carried out regularly by a competent person;

xvii. Examination of vetting procedures to ensure subcontractors have acceptable arrangements
for HSE issues;

xviii. Procedures f o r reporting unsafe p r a c t i c e s /conditions w h i c h could affect the health and
safety of anyone on or near the site;

xix. Emergency procedures.

c) Once work is underway, regular project meetings shall be convened. Each meeting shall consider
and review past HSE performance and that the agreed arrangements have been complied
with.

d) The meetings shall consider any items resulting from the initial meeting and also the following as
appropriate:

i. Changes or additions to the HSE plan;

ii. Past performance of all contractors;

iii. Review of accidents and remedial measures;

iv. Future planning of work and associated hazards.

6.4.1 HSE Checklist

a) It is important to consider what information has been given to the contractors whilst monitoring
their performance.

b) Have policies, goals and other relevant information been given to all contractors prior to
HSE Contractor Management Procedure
Contractor H S E Management Procedure

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c) As a minimum does the information give adequate coverage to the following aspects of HSE
management? o

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i. Project Health and Safety plan;
tr
ii. Project Environmental plan;
a
iii. Project fire plan;
c
iv. Contractor's HSE Policies;
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v. Hazardous substances;
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vi. Hazardous conditions;
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vii. Co-ordination I liaison between contractor's HSE Advisors;
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viii. Enforcing and local authorities;
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ix. Training- Induction- Toolbox Talks; H

x. Permits to Work; S

xi. Protection of the public; E

xii. Environmental matters P

6.4.2 Sub-Contractor Monitoring l

a) HSE co-ordination meetings between all contractors shall be arranged. a

b) As a minimum do the meetings address the following? n

s
i. Attendance of the contractor’s HSE advisors and/or HSE supervisor;

ii. Attendance of the contractor’s senior site manager;

iii. Assessment of training requirements;

iv. Site Induction Training;

v. Frequency of Toolbox Talks;

vi. HSE Award schemes;

vii. Accidents and lessons gained;

viii. Future work and anticipated hazard including control procedures;

ix. Taking, distribution and resolution of minutes.

7.0 Records

Prequalification HSE assessment

Contractors' HSE minutes of meetings

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Contractor H S E Management Procedure

Contractors' Risk Assessment

Contractors' HSE Policies

Contractors' HSE Training Program

Contractors' HSE Training Records

Contractors' HSE Audits

Contractors' Permit to Work

Contractors' Method Statements

8.0 Appendix

Nil

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