CONTRACTORS SELECTION

Committed to Excellence in Mining Safety AND MANAGEMENT

MODULE 20

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FEB 2015 1 of 2

Contractors Selection and Management

1 INTENT
To manage business risk associated with the use of contractors, vendors and suppliers
by providing a systematic approach to selecting, orienting and monitoring contractor
performance, and to ensure that contractors and contract personnel comply with the
Management System and contract terms and conditions.

2 PERFORMANCE REQUIREMENTS
An effective contractor pre-qualification, selection and approval process shall be based
on the scope of services, scope of work, goods and equipment specifications, element
of risk and liability that may be incurred by the respective contracts of work. This
evaluation process shall include the Technical Representative (Owners Representative),
Contract Administrator (Global Supply Management Representative), HSLP and relevant
Functional Representatives (as required), and the Contractor Representative.

Pre-Selection Requirements

• Contractors shall be evaluated in their ability to complete the contract work and/
or services in line with meeting the company’s requirements
• The Contract Administrator, HSLP, and the Technical Representative shall
check during the pre-tender selection process that the Contractor has a formal
management system
• Functional Teams shall assess that the Contractor’s management system meets
or exceeds the intent of the company’s management system
• Where a Contractor does not have a management system, or does not meet the
intent, the Contractor shall adopt the company’s management system.

Post-Selection Requirements

• Post award and prior to contract commencement a kick-off meeting shall be

held between the Technical Representative, HSLP, Global Supply Management
and the Contract Representative
• The Contract Administrator has a responsibility to obtain and verify certificates
of currency related to insurances and ensure that this is maintained as current
throughout the contract
• Technical Representative shall obtain required legal and management system
required records
• A risk assessment and action plan shall be completed prior to the
commencement of activities

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Committed to Excellence in Mining Safety FEB 2015 2 OF 2

Post-Selection Requirements (Cont.)

• Technical Representatives shall ensure that equipment is inspected and fit

for purpose
• A comprehensive program of induction and work site orientation shall be
conducted for Contractor/Subcontractor personnel.

Audit and Verification

Each facility shall develop and implement a formal contract services audit and verification
process in accordance with Supply Change Management (SCM) requirements.

Monitoring and Reporting

Each facilities shall have a current register of Contracts.

The Technical Representative and the Contractor Representative shall conduct regular
monitoring no less than monthly of contractor’s performance in the field and maintain
records of performance.
The Technical Representative is responsible for completing a close-out report within
30 days post completion of the contract with input from the Contract Administrator,
relevant functional teams and the Contractor Representative.

Records Management

The Contractor Representative shall maintain records as required by the contract and
the management system. These records shall be available for review by the Technical
Representatives, Contract Administrator and other functional teams as required.
Global Supply Management and the Technical Representative shall maintain contract
audit records in accordance with Standard 8, Document Control and Record
Management.

Contractors Selection and Management www.coresafety.org

MODULE 20