Contractor HSSE Management Procedure

NB ENVIRONMENTAL SERVICES LTD
HSSE CONTRACTOR
MANAGEMENT
PROCEDURE
DOCUMENT OWNER APPROVED BY DOCUMENT # REVISION # RELEASE DATE
SHANNON MOORE NEIL BENJAMIN
HSSE-PRD-017 1 8th January, 2018

PROCEDURE: DOCUMENT #: REVISION:

CONTRACTOR HSSE MANAGEMENT PROCEDURE HSSE-PRD-017 1
DOCUMENT OWNER: APPROVED BY: RELEASE DATE: REVIEW DATE:
SHANNON MOORE NEIL BENJAMIN 8th January, 2018 8th January, 2021
TABLE OF CONTENTS
TABLE OF CONTENTS .........................................................................................................................................................................1
1. INTRODUCTION .........................................................................................................................................................................2
1.1 PURPOSE ................................................................................................................................................................................... 2

1.2 SCOPE ....................................................................................................................................................................................... 2
1.3 KEY ABBREVATIONS .................................................................................................................................................................. 2
2. TERMS AND DEFINITIONS .........................................................................................................................................................3
3. ROLES AND RESPONSBILITY.......................................................................................................................................................4
3.1 PROJECT SUPERVISORS ............................................................................................................................................................. 4

3.2 HSSE MANAGER ........................................................................................................................................................................ 4
3.3 EMPLOYEES .............................................................................................................................................................................. 4
3.4 CONTRACTOR ........................................................................................................................................................................... 4
4. PROCEDURE ..............................................................................................................................................................................5
4.1 DEFINING THE SCOPE OF WORK ....................................................................................................................................................... 5

4.2 ASSESS AND ANALYZE HSSE RISK ..................................................................................................................................................... 5
4.3 IDENTIFY ELIGIBLE CONTRACTORS (PRE-QUALIFICATION) ....................................................................................................................... 5
4.4 TYPE OF CONTRACT ....................................................................................................................................................................... 6
4.5 SELECTION OF CONTRACTORS .......................................................................................................................................................... 6
4.6 EVALUATION ................................................................................................................................................................................ 6
4.7 HAZARD IDENTIFICATION AND RISK ASSESSMENT ................................................................................................................................. 6
4.8 CONTRACTOR INDUCTION ............................................................................................................................................................... 7
4.9 MONITORING CONTRACTORS........................................................................................................................................................... 8
4.10 NON CONFORMANCE REPORTS ........................................................................................................................................................ 8
4.11 RECORD MAINTENANCE.................................................................................................................................................................. 9
5. TRAINING REQUIREMENTS ...................................................................................................................................................... 10
6 RELATED DOCUMENTS ............................................................................................................................................................ 10
APPROVED BY: NEIL BENJAMIN | HSSE-PRD-017 | REVISION 1 | 8th January, 2021 | PAGE 1 OF 10

1. INTRODUCTION
1.1 PURPOSE
The purpose of the procedure is to ensure a systematic approach to the management of contractors so that the risks to
health and safety of contractors, staff and the general public are minimized.
Contracted work are no different to other NBESL activities in that they require planning, training, supervision and care to
minimize risks and achieve safety standards. Project supervisors must show due diligence in selecting and awarding
contracts by ensuring that competent contractors are engaged and that the contractor and their employees carry out
their work in a safe manner.
This procedure highlight the issues involved for all staff engaging contractors to undertake tasks at NBESL. It reinforces
the need to ensure that contractors are engaged and managed appropriately.
1.2 SCOPE
This procedure covers all NBESL’s activities carried out at any of their locations in the field or office; this includes
activities carried out on NBESL’s behalf by contractors and subcontractors.
1.3 KEY ABBREVATIONS

NBESL- NB Environmental Services Limited
HSSE- Health, Safety, Security and Environment
HSSEMS- Health, Safety, Security and Environment Management System

2. TERMS AND DEFINITIONS
TERMS DEFINITIONS
Contract A formal agreement to complete a service or carry out a specified activity.
Contractor A person or persons contracted to provide materials and or labour
Contractor Induction A formal process of providing information to NBESL contractors prior to the
commencement of work
Project Supervisors The nominated NBESL employee who shall be responsible for the management and
coordination of the contract.
Risk Assessment A systematic process of organizing information to support a risk decision to be made
within a risk management process. It consists of the identification of hazards and the
analysis and evaluation of risks associated with exposure to those hazards.
Safety Plan A plan applicable to major and long term contracts. It is the contractor plan that
outlines how Occupational Health, Safety Security and Environment will be managed
for the project.

3. ROLES AND RESPONSBILITY
The following roles and responsibility are necessary for the effective implementation of this Contractor HSSE
Management Procedure:
3.1 PROJECT SUPERVISORS

Project Supervisors are responsible for:
• Having some knowledge of HSSE as it applies to the work being undertaken and appropriate training in
this procedure.
• The implementation of this procedure in their area of responsibility and accountability
• Reviewing the risk assessments and health and safety plan developed by the Contractor prior to work
commencing and ensuring that appropriate risk control measures are implemented on commencement
of the contract works.
• Working with the Contractor to ensure that specified safety systems and risk control measures are
implemented for the duration of the contract works.
3.2 HSSE MANAGER

HSSE Manager is responsible for:
• Evaluating contractors HSSE Management System prior to selection.
• Set and agree KPI with all contractors prior to selection
• Ensuring the induction of the contractor or the contractor’s nominated representative(s) in accordance
with informing contractors of site specific hazards and ensuring the contractor implements measures to
minimise risk to employees.
3.3 EMPLOYEES
Employees are responsible for:
• Not placing themselves or others at risk of injury.
• Reporting work methods of contractors that place NBESL’s staff at risk to the relevant Contract
Supervisor or Product Line Manager.
3.4 CONTRACTOR
Contractors are responsible for:
• Not placing themselves or others at risk of injury.
• Working in accordance with relevant NBESL HSSE procedures.
• Providing HSSE information upon NBESL’s request that is relevant to the contract.
• Developing site HSSE management plans or site-specific procedures relevant to site hazards and work
activities at the site.
• Conformance to project risk assessments and health and safety plans.
• Ensuring all of the Contractors employees and subcontractors who will be directly involved in the
contract works has received induction prior to the commencement of any work.

4. PROCEDURE
NBESL Project Supervisors has the authority to engage contractors. Those that engage and manage
contractors must be aware of their management responsibilities towards HSSE and other legal, insurance and
contractual issues.
4.1 Defining the Scope of Work

The first phase in the contractor management system is defining the contract scope of work. The scope of the
proposed contract work shall be defined in sufficient detail to enable high level identification of HSSE issues and
assessment of the risks. In defining the scope of work consideration should be given to:
• Nature of the work- work methods, staffing, materials, equipment, tools to be used and associated
hazards e.g. lifting, working at heights, transport etc.
• Nature of the product or service
• Location of the work for example work being conducted in environmentally sensitive locations or in
areas where asbestos, H2S and chemicals are located
• Number of concurrent operations (SIMOPS)
4.2 Assess and Analyze HSSE Risk

Contracts contain a wide range of HSSE risks. Even a low commercial value contract can have significant HSSE
risks associated with it. The work scope provides the starting point and input into this assessment and analysis
of the contract risk. Each contract is categorised as Low HSSE risk, Medium HSSE risk or High HSSE risk
corresponding to the highest risk inherent in the contract scope. To identify the category of risk the following
steps are applied:
• Identification of the hazards based on the work scope

• Assess the risks using NBESL’s Risk Management Matrix
• Document the HSSE risk assessment
4.3 Identify Eligible Contractors (Pre-qualification)

The Contract Supervisor shall ensure that the list of eligible contractors who will be invited to tender have the
ability or the potential ability to manage the HSSE risks associated with the scope of work. Pre-qualification is
one of the last safeguards in identifying suitable contractors. Once contractors are pre-qualified to bid, they are
eligible for award of a contract. Pre-qualification is usually achieved by issuing the standard Contractor Selection
Questionnaire for the contractor to complete. The Contractor Selection Questionnaire is sent by the Service
Manager to all potential contractors to initially assess their HSSE capabilities. These contractors being
considered for a High HSSE risk contract will undergo a HSSE MS audit and review at their worksites.

4.4 Type of Contract

The contract represents an agreement between NBESL and the contractor. It is essential that the contract
clearly expresses the intent and scope of the works and covers the legal issues involved.
Minor contracts (Low to Medium Risk services)

The project supervisor must have a good understanding of hazards and risks associated with the contract. The
contractor must have an established HSSE Management System but this may not be formalised.
All operators must be appropriately licensed and plant and equipment registered as required.
A risk assessment must be undertaken for the work by the contractor in conjunction with Contract Supervisor.
Major contracts (High Risk Services)

In addition to the above requirements, contractors must have a formal HSSE management system. The health
and safety systems will include a formal risk assessment for the task, and require that the contractors report
on HSSE performance during the contract.
4.5 Selection of Contractors

The nature of the work that the contractor is expected to carry out must be considered prior to selection.
Those whose task pose a greater risk will need to be treated in a different way from those carrying out low
risks task that will not have a significant impact upon the site. The following point need to be considered:
o Are hazardous substances used?
o Are portable electrical tools or other powered machinery used on site?
o Are contractors going to be working at height?
o Are contractors carrying out hot works
o Are materials and/or hazardous equipment to be stored on site?
o Are members of the public or other third parties going to have access to the work area?
o Are employees or other contractors at risk due to the work to be carried out?
Selected contractors must be able to demonstrate that they are experienced and competent to carry out the
required works with regulations and accepted safety standards. Before a contract is awarded an overview of the
status of the contractors HSSE Management System must be obtained.
4.6 Evaluation
One of the criteria on which contractors must be evaluated is their HSSE Management Systems. This
evaluation will establish the competency level of the contractor with regard to HSSE. All relevant information
must be requested and provided before work commences on site. This will be completed on the contractor
evaluation form.
4.7 Hazard Identification and Risk Assessment

The object of risk assessments is to identify hazards associated with contract tasks /activities. The level of risk
will be determined and appropriate risk controls will need to be established. The risk assessment must review
all hazards that can be associated with the project. Hazards can include physical, chemical, ergonomic, radiation,
psychological or biological.

The successful contractor in relation to the task shall complete a risk assessment and submit it to the contract
supervisor for approval prior to commencement of work. The risk assessment shall take into consideration
scheduling of work, areas not to be entered or services to be isolated as part of the work.
4.8 Contractor Induction

The Contract Supervisor shall be responsible for organising an HSSE Induction before the contractor/s begins
work. The induction process shall be based on the critical nature of the work and shall specify NBESL’s HSSE
procedures and guidelines. Induction shall be signed off by the contractor or nominated representative of the
contractor to confirm that the induction has been received and understood.
Induction shall include NBESL HSSE policies and procedures but not limited to the following subjects:
• HR Policies (Ethics & Sexual Harassment)

• Site Entry and Access
• Safe Working Practices
• Incident Reporting
• Working from Heights
• Confined Spaces
• Manual handling and materials movement
• Hazardous substances
• Plant & equipment
• Safety devices
• Personal protective clothing
• Housekeeping
• Waste removal
• Incident/Emergency Response
• Fire
• First aid
• Isolation of services

4.9 Monitoring Contractors

Monitoring contractor safety performance is a critical requirement in contractor management. It sends a clear
message to contractors that safety issues are a priority and ensures that HSSE legislation, codes of practice and
standards are met. The extent to which the contractor is monitored will depend upon the risk level of the work
they are undertaking. During the contract stage the contract supervisor shall:
• Monitor contractor’s safety performance

• Monitor the performance of contractors to ensure that all legal requirements are met
• Ensure regular site inspections are conducted
• Advise the contractor on risks and non-conformance
• Monitor and follow up on corrective action
• Review HSSE performance, accident and incident reports, third party reports and complaints
• Review HSSE performance via regular meetings with the contractor.
• Ensure all contractor records are maintained as determined in this procedure
If contractors are seen not to be operating safely, or are in breach of their own procedures and/or site rules,
appropriate action must be taken.
4.10 Non Conformance Reports

A non-conformance report details high-risk HSSE issues identified through incident reports, inspections and
audits. The report will be prepared following consultation with the contractor representative and an agreed time
frame should be documented on the report for the rectification of issues (Corrective and Preventive actions).
Where the contractor does not rectify the issue within the agreed time frame a second nonconformance report
may be issued. In this situation suspension or termination of the contract will need to be considered. This will
be completed on NBESL HSSE Non-conformance report form.
A non-conformance report must outline the specific nature of the non-conformance. This may include
identifying:
• Any plant or equipment involved
• Any chemical or hazardous substance involved
• Work procedures not followed
• Any other physical aspects of the work that presents a hazard
• The nature of the risk

4.11 Record Maintenance

Effective contractor management involves adoption of a systematic approach to record keeping during the
period of the contract. HSSE records that should be retained by NBESL on the Contractor Registration file should
include:
• Contractor Prequalification register

• Completed Risk Assessments
• Contractor Site Safety Management Plan (if applicable)
• Minutes of site meetings between Contractor and Contract Supervisor
• Incident investigation reports (if applicable)
• Completed HSSE Performance Reports
• Where non-conformances are observed involving repeated safety breaches, the safety breaches are
photographed.

5. TRAINING REQUIREMENTS
The following training is required by NBESL Management, Employees and Contractors, in relation to this procedure.
Topic Audience Duration

Managing Contractors Contract Supervisors 1 hr.
Contractor Induction All Contractors 1 hr.
6 RELATED DOCUMENTS
Title Document # Type
Contractor Selection Questionnaire HSSE-F-045 Form
Contractor HSSE Performance Evaluation Form HSSE-F-015 Form
Contractor Induction Checklist HSSE-F-016 Form

Contractor HSSE Management Procedure

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NB ENVIRONMENTAL SERVICES LTD

DOCUMENT OWNER APPROVED BY DOCUMENT # REVISION # RELEASE DATE

SHANNON MOORE NEIL BENJAMIN

HSSE-PRD-017 1 8th January, 2018

PROCEDURE: DOCUMENT #: REVISION:

TABLE OF CONTENTS .........................................................................................................................................................................1

1.1 PURPOSE ................................................................................................................................................................................... 2

2. TERMS AND DEFINITIONS .........................................................................................................................................................3

3. ROLES AND RESPONSBILITY.......................................................................................................................................................4

3.1 PROJECT SUPERVISORS ............................................................................................................................................................. 4

4.1 DEFINING THE SCOPE OF WORK ....................................................................................................................................................... 5

5. TRAINING REQUIREMENTS ...................................................................................................................................................... 10

6 RELATED DOCUMENTS ............................................................................................................................................................ 10

PROCEDURE: DOCUMENT #: REVISION:

1.3 KEY ABBREVATIONS

HSSE- Health, Safety, Security and Environment

HSSEMS- Health, Safety, Security and Environment Management System

PROCEDURE: DOCUMENT #: REVISION:

2. TERMS AND DEFINITIONS

Contract A formal agreement to complete a service or carry out a specified activity.

Contractor A person or persons contracted to provide materials and or labour

PROCEDURE: DOCUMENT #: REVISION:

3. ROLES AND RESPONSBILITY

3.1 PROJECT SUPERVISORS

3.2 HSSE MANAGER

PROCEDURE: DOCUMENT #: REVISION:

4.1 Defining the Scope of Work

• Nature of the product or service

• Number of concurrent operations (SIMOPS)

4.2 Assess and Analyze HSSE Risk

• Identification of the hazards based on the work scope

4.3 Identify Eligible Contractors (Pre-qualification)

PROCEDURE: DOCUMENT #: REVISION:

4.4 Type of Contract

Minor contracts (Low to Medium Risk services)

Major contracts (High Risk Services)

4.5 Selection of Contractors

4.7 Hazard Identification and Risk Assessment

PROCEDURE: DOCUMENT #: REVISION:

4.8 Contractor Induction

• HR Policies (Ethics & Sexual Harassment)

PROCEDURE: DOCUMENT #: REVISION:

4.9 Monitoring Contractors

• Monitor contractor’s safety performance

4.10 Non Conformance Reports

PROCEDURE: DOCUMENT #: REVISION:

4.11 Record Maintenance

• Contractor Prequalification register

PROCEDURE: DOCUMENT #: REVISION:

Topic Audience Duration

Contractor HSSE Performance Evaluation Form HSSE-F-015 Form

Contractor Induction Checklist HSSE-F-016 Form

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