Oman LNG L.L.C.

Pre-Qualification of Tenderers

GA-14-751

Vehicle Hire Services

GA-14-751 Vehicle Hire Services Page 1 08/07/14

GUIDELINES
Response to this questionnaire shall be completed in English by a senior member of your company. The
requirements of each question shall be addressed comprehensively, with all supporting documentation duly
provided, enabling Oman LNG to evaluate thoroughly against the requirements for this Service.
Responses to the understated address shall be submitted on or before Thursday 24th July, 2014.

CONTRACTS ENGINEER (CPL/21X)

Oman LNG LLC
P.O. Box 888, Sur
Postal Code 411
Sultanate of Oman
Tel. +968-25547953
Fax. +968-25547722
Email. EfundolaOsibamowo@omanlng.co.om

All information submitted with this questionnaire shall be treated in strictest confidence by Oman LNG. Oman
LNG reserves the right to verify any and all information contained in responses to this form. Oman LNG shall
be advised immediately should there be any significant change in the information provided in this document. It
should be noted that this document is solely for the Pre-qualification evaluation of the company, for the
purposes of inclusion on Oman LNG Tenderers Lists for the stipulated requirements. Submission does not
guarantee that the contractor will be invited to Tender.

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1.0 INTRODUCTION
Oman LNG LLC (hereinafter referred to as ‘the Company’) intends shortly to issue a tender for the
Provision of Vehicle Hire Services.

The Company wishes to pre-qualify potential Contractors capable of managing and executing this
service, and hereby invites you to submit pre-qualification documentation as required. The intended
contract shall be for a period of three (3) years. Further details are given below.

1.1 Background

This service of providing passenger vehicles on hire is required to continue for approximately a further
three years to enable Company make the facility of commuting/travelling by road available to its staff
and guests.

2.0 BRIEF DESCRIPTION OF SCOPE

The services of competent CONTRACTOR(s) is required to provide the services as detailed herein.
The components of COMPANY’s service requirements are hereby detailed below:

a. Provision of 4-wheel drive vehicles, VIP buses and saloon vehicles with driver(s) for the
transportation of in-coming shift personnel from Muscat to Sur, and then transportation of
out-going shift personnel from Sur to Muscat the following day, also via these vehicle(s) with
driver(s).
This shall form the bulk of COMPANY’s requirement, and the present frequency of
occurrence is once every two weeks (usually Tuesday and Wednesday), with an average of
two (2) vehicles required in each instance. However, please note that this arrangement is
indicative only and COMPANY reserves the right to alter such in frequency and/or quantity
at any time in accordance with the requirements of its business. As the provision of service
shall be on a call-off basis, any changes in schedule shall therefore be at no additional charge
to COMPANY.
In order to facilitate the planning for this service, COMPANY shall make available to
CONTRACTOR a schedule of its requirement monthly, and this information shall be
provided at least 2 (two) weeks before the beginning of the month to which it shall apply.
However, each trip in the schedule shall subsequently be subject to confirmation by issuance
of an LPO (i.e. Local Purchase Order) not later than 3 days prior to the trip.

b. Airport transfers with driver -: As implied, this refers to the transfer of COMPANY visitors
and staff to and from the Airport, with COMPANY specified grade of vehicle in each
instance, and driver. Such transfers shall cover the following:

(i) Seeb Airport to Hotel, or Hotel to Seeb Airport, one way,

(ii) Seeb Airport to Hotel and Hotel to Airport, return trip,
(iii) Seeb Airport or Hotel to COMPANY offices in Muscat.
(iv) COMPANY offices Muscat to Hotel or Seeb Airport.
(v) Transfers between Sur and Muscat, or Muscat and Sur.

Booking and response time shall be as prescribed.

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 c. Hire of vehicle(s) for COMPANY visitors and staff on short term basis (i.e. daily, weekly or
monthly), with specified time frame in each instance. This requirement shall be on ad-hoc
basis, and may be required with or without driver; and for each requirement, COMPANY
shall specify the grade of vehicle required. Booking and response time shall be as prescribed
by COMPANY.

The detailed scope shall be provided in the tender document to be issued to those suppliers that are
invited to tender following this pre-qualification exercise.

3.0 OBJECTIVE OF PRE-QUALIFICATION

The objective of this exercise is to invite and identify potential capable service providers who shall
indicate their interest in tendering for the provision of providing passenger vehicles on hire for OLNG
Head Offices in Shatti al Qurm and Airport Heights, Muscat and Site Complex at Sur.

Tenderers shall be pre-qualified based on information submitted that demonstrate matching capability in
the performance and management of the requested services.
Should you wish to be included (if pre-qualified) on the bidders list, kindly indicate that you have firm
intension of bidding by providing the following:

3.1 GENERAL COMMERCIAL INFORMATION

3.1.1 Registration:

 Submit copies of a valid commercial registration in Oman.

 Give the name of the Owner(s) and their percentage of ownership.

 Give the name(s) & position (s) of your authorized representatives.
 Address and contacts numbers
3.1.2 Financial:
 Submit a copy of your last 2-years Audited Annual Reports and most recent published Accounts if
not available please submit bank statement for the last 2 years.
 Approximate Turnover.
 Total Capitalization
 Give below details of the Insurance Company covering your personnel and, including name,
address, type/s of cover provided and value/s.
3.1.3 Current Structure of Tenderers organization listing:
 Numbers of personnel directly employed by your company
 Main Core Business
 Number of Omani/Expatriate personnel working in the field that are involved in the provision of
vehicle hire services

3.1.4 Key Personnel

Submit CV’s of the core/key personnel intended for this Service.

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3.1.5 Existence

State below the number of years you have been established as a provider of the service of providing
passenger vehicles on hire (vehicle hire service):

a) In Oman ________Years
b) In the Middle East ________Years
c) Elsewhere________Years

3.2 EXPERIENCE

3.2.1 Experience in projects

Provide details of your recent experience and last 5 to 10 years with similar projects for which you
provided services of passenger vehicles on hire.
State the exact nature of services you provided in each instance cited, [use table below].

Name of the
Value of Contract Type of
Sr. Project Client contracting Scope of
Location contract duration contract
Title & description Name Party work
(Budget/Actual)

Note1 Note 2 Note 3 Note 4 Note 5

 Note 1. Project title and description

 Note 2. Name of the contracting party
 Note 3. Complete scope of work undertaken directly by the contractor being proposed for this project.
 Note 4. Contract duration (scheduled /actual, starting/finishing date, date of contract award).
 Note 5. Type of contract, e.g. Lump-sum, etc.

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 Contractors’ HSE Management Procedure. Appendix I
3.3 HEALTH, SAFETY & ENVIRONMENT (HSE) INFORMATION
Health, Safety and Environment information as follows:
3.3.1 HSE Policy:
- What is your company’s Policy on HSE?
- If your company’s HSE policy exists as a formal document please submit a copy.
- Submit a copy of your organizational chart. Identify who has the HSE role/responsibility
and briefly describe their HSE related jobs/works.

3.3.2 HSE Training

Submit list of training programmes and records of HSE training attended by your staff and clearly
indicate if these staff(s) will be working on this project.
3.3.3 Safety Records
Submit 2 examples of your safety records for the last 5 years.
3.3.4 Submit proof that vehicles have In Vehicle Monitoring System (IVMS) with reports to be produced on
monthly basis or on request.
3.3.5 Submit proof that age of drivers shall not be less than 23 years nor older than 55 years old. Drivers’
minimum driving experience shall not be less than 3 years.
3.3.6 Drivers must be certified fit after undergoing a medical examination, including a driver’s eyesight test,
within the previous two years. The medical examination must be conducted by a qualified doctor as
prescribed in the OMAN LNG Guidelines for Medical evaluation of fitness to work (QHSE-MH03).
3.3.7 All drivers should have attended defensive driving course (DDC) that should be followed with refresher
courses every two years.
3.3.8 HSE Capability
In addition to submission of documentation as requested in 3.3.1 to 3.3.7, you are also required to
respond to the Questionnaire on HSE Capability included in Appendix 1 attached hereto
- When completing the questionnaire you should include all information in respect of all associated
activities and relevant support functions.
- Ensure your responses are complete and that they are substantiated by supporting documentation
as indicated in the questionnaire. Responses and any supporting documentation should relate
specifically to your local organisation (i.e. where the contract work will be conducted)
- The questionnaire must be validated by your HSE Manager prior to submission.
3.4 QUALITY ASSURANCE
Submit one copy of the following. If none issued, clearly state so:
 Quality policy, endorsed by your Managing Director
 Corporate quality manual and index of your procedures
 Quality assurance system (e.g. ISO 9000)
 Quality audit reports of your quality assurance system carried out by third parties in the last 5 years
 Organisational chart detailing the functional responsibility of quality
 Contractors’ HSE Management Procedure. Appendix I

Appendix I: Contractor HSE Capability Questionnaire

1. General guidelines for completion of questionnaire

 This questionnaire covers the information required to assess the extent to which HSE and its
management are organised by the contractor.
 When completing the questionnaire the contractor should include all associated contractor
activities and relevant support functions.
 Emphasis should be placed on the need for complete answers substantiated by supporting
documentation as indicated in the questionnaire. Responses and any supporting documentation
should relate specifically to the contractor’s local organisation (that is where the contract work will
be conducted)
 The questionnaire should be validated by a responsible contractor line manager prior to
submission.

2. Client guidelines for the use of the questionnaire

 Should additional information be required by the client it is recommended that this information
request be included in the final section of the questionnaire to maintain standardisation throughout
the general information request and evaluation.
 The submissions may be assessed by a scoring mechanism in the evaluation process, such as
that provided in Appendix II.
 The contractor should be encouraged to identify any areas they consider best practice.
 If necessary, follow-up discussion with the contractor’s management may be needed.
 Contractors should receive feedback on the results of the client’s evaluation.
 Contractors’ HSE Management Procedure. Appendix I

3. Questionnaire for Contractor HSE Capability

Section 1 Leadership and commitment

1.1 Commitment to HSE through leadership

A How are senior managers personally involved in HSE management for example objective-setting and
monitoring?

B Provide evidence of commitment at all levels of the organisation?

C How do you promote a positive culture towards HSE matters?

Section 2 HSE Policy and Strategic Objectives

2.1 HSE policy documents

A Does your company have an HSE policy document?
If the answer is YES please attach a copy.

B Who has overall and final responsibility for HSE In your organisation?

C Who is the most senior person in the organisation responsible for this policy being carried out at the
premises and on site where his employees are working? Provide name, title and experience.

D Itemise the methods by which you have drawn your policy statements to the attention of all your
employees?

E What are your arrangements for advising employees of changes in the policy?

2.2 HSE contract strategic objectives

A Does your company have strategic HSE objectives?
If the answer is YES please attach a copy.

B Itemise the methods by which you have communicated your strategic HSE objectives to the attention o
your employees?

Section 3 Organisation, Responsibilities, Resources, Standards and Documentation

3.1 Organisational structure for HSE management

A How is your organisation structured to manage and communicate HSE effectively?

B Do HSE meetings promote HSE awareness?

 Contractors’ HSE Management Procedure. Appendix I

C Do client and contractor meet regularly to discuss and action any interface situations?

D What provision does your company make for HSE communication meetings?
Please provide an organisation chart

3.2 HSE training of managers, supervisors and HSE critical position holders
A Have the managers and supervisors at all levels who will plan, monitor, oversee and carry out the
work received formal HSE training in their responsibilities with respect to conducting work to HSE
requirements?

B If YES please give details. Where the training is given in-house please describe the content and
duration of courses. Please provide an example of training matrix.

C How have you identified areas of your company’s operations where specialised training is required,
for instance training related to health hazard such as radiation, asbestos and chemicals?

D What specialist HSE resources does your organisation have available?

E How does your company provide HSE specialised training for HSE staff?

3.3 General HSE training

A What arrangements does your company have to ensure new employees have knowledge of basic
industrial HSE, and to keep this knowledge up to date?

B What arrangements does your company have to ensure new employees also have knowledge of your
HSE policies, practices and company requirements?

C What arrangements does your company have to ensure new employees have been instructed and
have received information on any specific hazards arising out of the nature of the activities?

NB for (a), (b) & (c): if training is provided in-house, please give details of content

3.4 Competence assurance

A Does your organisation have a competence system in place?
If YES, please describe the scope and content of your competence system.

B What arrangements does your company have to ensure existing staff HSE knowledge is up to date?

3.5 Contractor management process

A Does your company have a contractor management process or system?
If yes, provide an outline of the process.
 Contractors’ HSE Management Procedure. Appendix I

B How do you assess contractors, HSE competence or HSE performance?

C Where do you define the company standards you require your contractors to meet?

D How do you ensure these standards are met and verified?

3.6 HSE Standards

A How do you identify new industry or regulatory standards that may be applicable to your activities?

B Is there an overall structure for producing, updating and disseminating standards?

C Are your company standards aligned with OGP/industry guidelines or recommended practices? If
yes state which one.

Section 4 Hazards and Effects Management

4.1 Risk assessment and control

A How does your company identify hazards, assess risk, control and mitigation consequences, to a
level as low as reasonably practicable?

4.2 Health hazards

A Do you have specific policies and programmes on specific health hazards e.g. substance abuse,
blood borne pathogens, malaria pandemic diseases etc.

B What type of health hazards (chemical, vibration, noise, radiation, etc) are associated with the scope
of your services? Explain how occupational health hazards are identified, assessed and controlled.

C What systems are in place to control these hazards and monitor the effectiveness of these controls?
Is worker’s regular exposure monitoring part of these systems?

4.3 Safety hazards

A What type of safety hazards (mechanical guarding, work at height, lifting and hoisting, confined space
entry, explosive atmospheres etc.) are associated with the scope of your services?

B What systems are in place to control these hazards and monitor the effectiveness of
these controls?

4.4 Logistics hazards

A What type of logistics hazards (land transport, air transport, marine transport, materials handling
etc.)are associated with the scope of your services?

B What systems are in place to control these hazards and monitor the effectiveness of
these controls?

4.5 Environmental hazards

 Contractors’ HSE Management Procedure. Appendix I

A What type of environmental hazards (chemical spill, atmospheric emissions, waste disposal etc.) are
associated with the scope of your services?

B What systems are in place to control these hazards and monitor the effectiveness of these controls?

4.6 Security hazards

A What type of security hazards (terrorism, hostage taking, robbery, hostile local population etc.) are
associated with the scope of your services?

B What systems are in place to control these hazards and monitor the effectiveness of these controls?

4.7 Social responsibility hazards

A What type of social hazards are associated with the scope of your services?

B What systems are in place to control these hazards and impacts and monitor the effectiveness of
these controls?

Section 5 Planning and Procedures

5.1 HSE operations manual

A Do you have a company HSE-MS manual (or operations manual with integrated HSE requirements)
which describes in detail your company approved HSE working practices relating to your work
activities?
If the answer is YES please attach a copy of an index and relevant supporting documentation.

5.2 Infrastructure and equipment integrity

A How do you ensure that infrastructure, plant and equipment used within your operations (own
premises, client site, or at other locations) are correctly certified, registered, controlled and
maintained in a safe working condition?

5.3 Management of change

A How do you manage changes and assess associated risks e.g. personnel, equipment, processes,
documentation?

5.4 Emergency planning and response

A What arrangements does your company have for emergency planning and
response?

B Which emergency situations are included?

Section 6 Implementation and Performance Monitoring

6.1 HSE-MS implementation and active performance monitoring of work activities

A What arrangements does your organisation have for monitoring the implementation of your HSE-MS?
 Contractors’ HSE Management Procedure. Appendix I

B How does your company assure the implementation of work procedures within your work-site
operations e.g. compliance with procedures, toolbox talks, safety meetings, supervision, job
observations?

C How do you monitor employee HSE performance e.g. hazard identification systems, HSE
participation?

D What active HSE monitoring is performed (i.e. where no incident has occurred)?

E How do you report and correct deficiencies identified?

F How do you communicate the results of active performance monitoring to relevant personnel?

6.2 Safety performance indicators

A Please provide the following statistics for each year for the last five years:
• Number of fatalities
• Number Lost Time Injuries
• Number of Lost Workday Cases
• Number of Restricted Work Day Cases
• Number of Medical Treatment Cases
• Number of first aid cases
• Number of near miss incidents
• Fatal Accident Rate (per 100 million hours worked)
• Lost Time Injury Frequency (per million hours worked)
• Total Recordable Incident Rate (per million hours worked)
NOTE: If not using the OGP definitions (refer to the OGP safety performance indicators report),
please include your company definitions.
6.3 HSE performance monitoring
A How is health performance monitored and recorded?

B How is environmental performance monitored and recorded?

C How is security performance monitored and recorded?

D How and what near miss incidents are reported?

E How often is HSE performance reviewed? By whom?

F How is logistics performance monitored and reported?

G Do you record vehicle incidents?

6.4 HSE incident investigation and follow up

A What types of HSE incident are investigated?

B What process is used to investigate HSE incidents?

 Contractors’ HSE Management Procedure. Appendix I

C Who conducts HSE incident investigations?

D How are the findings of an incident investigation followed up to ensure effective prevention of
recurrence?

E How is incident learning communicated to all relevant personnel?

6.5 Statutory notifiable incidents or Non compliance notices

A Has your company suffered any statutory notifiable incidents in the last five years (safety,
occupational health and environmental)?
Answers with details including dates, country and location, summary of incident and follow-up
preventative measures taken.

Section 7 Auditing and Review

7.1 Audits
A Do you have a written procedure for HSE auditing?
If yes, please attach a copy.

B Who is involved in conducting HSE audits? How are audit team members selected to have specific
expertise and be independent from the activities being audited?
What are the qualifications required for auditors?

C How does your company schedule HSE audit and what scope of auditing is covered? e.g. internal,
regulatory compliance, supplier/contractor, HSE management system implementation.

D How does management follow up on audit findings and ensure effective close out of action items?

7.2 Management review and follow up

A Do you have a written procedure for management review of the HSE-MS?
If yes, please attach a copy

B How often are HSE-MS reviews conducted and who is involved in the process?

C How are identified actions and improvement efforts recorded and tracked to effective completion?

Section 8 HSE Management - Additional Features

8.1 Certification of your HSE-MS

Please provide information on any certification which you have received from certification bodies

8.2 Memberships of associations

Describe the nature and extent of your company’s participation in relevant industry, trade, and
governmental organisations

8.3 Additional features of your HSE-MS

 Contractors’ HSE Management Procedure. Appendix I

Does your organisation (globally, regionally or locally) have any HSE features or arrangements not
described elsewhere in your response to the questionnaire?

Company Specific Information

This section is not scored.
The company can request any specific information that may be required to evaluate the contractor.