Title: Contractor Safety Management Standard BOS-SHE-002

Contractor Safety Management Standard

Purpose, Scope and Summary

This SH&E standard is intended to define the selection and management
requirements for contractors at all Cabot locations including laboratories, offices,
buildings, warehouses and manufacturing facilities worldwide. Where contractors
are being considered and/or already working for Cabot, facilities shall comply with
the requirements of this standard, and any local regulation, as applicable.

Key Requirements
 Develop a written program describing the site-specific contractor safety
management practices
 Implement contractor pre qualification assessment, selection, management
and evaluation processes
 Communicate and document training for all affected employees and
contractors

Definitions
Cabot Contractor Host (CCH) - A person assigned to represent Cabot on a job
or project. The person should also be knowledgeable in the operating process,
SH&E and maintenance procedures for the involved work areas / tasks. This
person is responsible for ensuring that the contractor completes SH&E tasks such
as equipment and tool inspections, audits, job safety analysis, and that the
contractor meets the term of the contract and any applicable Cabot standards.

Contractor - A person (including subcontractors engaged by Cabot) working for

a company other than Cabot that provides services to Cabot under a contract.
This includes, but is not limited to, construction, maintenance, or other repair
work (i.e., capital projects) at a Cabot site. For purposes of this standard,
contractors fall into the following two categories:
 Long-term Contractors - contractors required to-maintain daily operation (e.g.
WPS, maintenance, and administration).
 Short-term Contractors – contractors involved in capital, specialty, or service
projects on an as-needed basis (e.g.: capital projects, construction/
turnaround activities, leak repair, x-ray, hydro-blasting, insulators, etc.).
This standard does not apply to vendors, which are defined as, individuals
working for a company other than Cabot, who provides services (e.g., copier
repair, package delivery, railcar delivery, canteen / cafeteria services, etc.) to
Cabot on a Cabot plant site, and who is not under direct control or supervision of
a Cabot employee.

Sub-contractor – Company having a contract with a Cabot Contractor to provide

work or services at a Cabot site. There is no contractual agreement between
Cabot and the Sub-contractor.

Contractor Contact - An experienced employee of the contractor company who

is designated to be the primary on site representative of the contractor company
for the duration of the work and who has the authority to make changes
requested by Cabot. This person is responsible for ensuring that SH&E,
equipment/tool inspections, audits, and job safety analysis meet the terms of the
contract and Cabot standards.

Printed: 2/27/2024 Controlled Documents are kept electronically.

All Printed versions of this document are uncontrolled.
Owner: Thomas Cronin
Revision: 4
Date: 06/22/06
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 Title: Contractor Safety Management Standard BOS-SHE-002

Pre-qualified Contractor - A contractor who has successfully completed the

pre-selection assessment process.

Purchasing – A Cabot purchasing person assigned to a specific facility or

project.
Roles and Responsibilities
Corporate
 Provide ongoing technical assistance related to contractor safety management
programs
 Periodically audit facilities to determine compliance
Facility
 Develop a written facility-specific contractor safety management program that
meets the requirements of this standard
 Implement the various elements of the program

Elements of this Standard

At a minimum, the facility's contractor safety management program shall address
all of the elements of this standard, as follows:

1. Written Program
The facility shall develop and implement a written contractor safety management
program to ensure the safety of all contractors, sub-contractors, Cabot
employees and property, by including all of the elements of this standard.

2. Pre-Qualification Assessments
The facility, in coordination with purchasing, will implement a contractor pre-
qualification assessment process that ensures any prospective Cabot contractor
has SH&E systems and performance that meet Cabot requirements and that are
appropriate for the complexity, hazards, and risks associated with the types of
services the contractor provides and those present at the facility. The assessment
shall be used as a means to pre-qualify contractors. The facility and the
purchasing department shall maintain a list of pre-qualified contractors.

The pre-qualification assessment will include the following steps, at a minimum:

 Contractors wishing to work for Cabot may approach the purchasing
department directly or an individual site. Sites should refer contractors to an
appropriate member of the purchasing department,
 The pre-qualification form is sent by purchasing to the contractor along with
any forms provided by the site that detail site and/or country-specific SHE
requirements. Sites should provide copies of such forms to the purchasing
department so that they can be kept on file and available to be provided to
contractors,
 The contractor returns the completed form(s) to purchasing, who sends a
copy of the form(s) to the facility,
 The appropriate functional manager and SH&E manager review and either
approve or reject the contractor based on the completed pre-qualification
form(s),
 If approved, the site returns the signed form(s) to purchasing who will add
the form(s) to a supplier management database, and

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Owner: Thomas Cronin
Revision: 4
Date: 06/22/06
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 Title: Contractor Safety Management Standard BOS-SHE-002

 The facility adds the contractor to their local pre-qualified contractor list and
sends a copy of their SH&E manual and general conditions of work to the
pre-qualified contractor before contract negotiations begin.

Following contractor evaluation, the pre-qualified contractor list can be used to

assist in the selection of contractors based on performance. This list can also
include contractors with less mature SH&E systems, which may limit the kind of
work they are allowed to perform.

3. Contractor Selection
Based on the complexity of the hazards and risks associated with the specific
contracted work, the list of pre-qualified contractors shall be used to select those
contractors who have appropriately qualified personnel and appropriate SH&E
systems and performance.

Final contractor selection shall be made by purchasing and the facility based on
contractor company qualifications, work quality, costs and the contractor’s
historical work safety performance.

Deviations from this selection process are only allowed under very specific
circumstances, such as emergencies. These deviations shall be documented and
approved by the facility general manager (FGM) or their designee.

4. Contract Agreement
A documented agreement that includes a clear definition and scope of work must
be established between Cabot and the contractor, and provided by purchasing to
the contractor. For work designated as high risk, the scope of the contract
agreement must include the bullet points below at a minimum. This can be done
either by referencing the facility SH&E manual, as part of the general condition of
work, or directly in the specific job contract. For work that is of medium or low
risk, the site and purchasing should agree on the appropriate adjustment and
inclusion of these bullet points and any other required language that is in keeping
with the risk level of the work. Copies of all records must be maintained on site:
 Type of work or project (scope of work/description of activities),
 Hazards and associated risks, with methods for evaluating and
eliminating/controlling the risks (risk assessments, job safety analysis,
method statements, job specifications, etc),
 Description of Cabot and contractor personnel responsibilities, including
the identification of the Contractor Contact(s) responsible for SH&E and
Cabot Contractor host(s),
 Disciplinary measures that may be taken if contractor personnel do not
meet their SH&E obligations and expectations,
 Coordinated work schedules,
 Communication methods including meetings (type and frequency),
 Methods for verifying contractor SH&E performance and feedback
(inspections, audits, etc.),
 System of verifying work completion,
 Methods to ensure that the contractor is aware of the general and specific
job requirements and their responsibilities related to all safety, health and
environmental matters. This should be done by communicating Cabot’s
SH&E standard requirements and including them with the contract
package, if not already provided with the facility SH&E manual and general
condition of work,

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Owner: Thomas Cronin
Revision: 4
Date: 06/22/06
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 Title: Contractor Safety Management Standard BOS-SHE-002

 Methods to assure and verify that the contractor performs SH&E training
and maintains contractor personnel employee training records, operation
certification, and an equipment inspection/maintenance program,
 Methods to ensure that all contractor employees are physically able to do
the work they are being asked to complete. Cabot needs to be informed of
any contractor personnel that have physical limitations so as to avoid
inappropriate job assignments,
 Methods to ensure that any proposed sub-contractors meet the same
requirements as the primary contractor, and
 Methods to ensure that all contractor personnel possess all required
qualifications and trade licenses.

5. Contractor Site Safety Orientation and Training

The facility must have comprehensive safety orientation training completed by all
contractor personnel before they begin work at the facility. This training shall also
include training for any appropriate Cabot SH&E standards. For projects where
contractors will be on site for more then a year, annual retraining shall also be
provided, as applicable. Training records must be documented and maintained on
site.

Prior to any contractor personnel being allowed to work on site they will need to
demonstrate that they have successfully completed required SH&E training before
entering the facility and that they possess all required qualifications and trade
licenses.

An initial or kick-off meeting between the Cabot Contractor Host(s) and

Contractor Contact(s) will be conducted to ensure that the specific job or task
requirements and procedures are reviewed and the sequence of work agreed
upon. Cabot personnel should use this opportunity to ensure that the terms and
conditions of the contract and the facility SH&E manual are fully understood by
the contractor. The kick-off meeting shall also detail the level of contractor self-
monitoring systems, such as daily safety meetings to cover pertinent safety
aspects including incident reporting.

6. Control of Work Site

Procedures must be in place to ensure that adequate review of hazards (task risk
analysis, job safety analysis, method statement, etc.) and controls (PPE,
watchman, guarding, etc.) are occurring with the contract workers prior to
beginning any work. This activity must be combined with the facility’s existing
permit-to-work system.

Facility supervision must ensure that all Cabot areas and/or equipment have been
properly prepared for work before releasing them to the contractor. This should
be based on the written permit-to-work system.

Site access for contractors must be defined and incorporated into general and
specific procedures for access and egress to the facility and the specific area of
work, including any vehicular access.

7. Monitoring and Auditing Performance

A system must be established to routinely verify that the contractor is meeting
the terms of the contract, including any SH&E requirements and standards. At a
minimum, this system must include:
 Field Safety Observations - SH&E observations and/or inspections must be
performed on a regular (i.e., daily or weekly) basis by both contractor and
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Owner: Thomas Cronin
Revision: 4
Date: 06/22/06
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 Title: Contractor Safety Management Standard BOS-SHE-002

Cabot personnel, as appropriate, to monitor the overall job performance of

the contractor. This system should include a feedback mechanism that meets
Cabot standards so that appropriate corrective actions can be implemented.
Frequency of observations would depend upon intensity and risks associated
with the work, and
 Audits of the contractor SH&E management system and work practices should
be conducted on an appropriate frequency. At a minimum, contractor safety
must be included in the scope of the facility’s SHE self-assessment program
and schedule.

8. Evaluation of Contractor Performance

Evaluation of contractor performance shall meet the following minimum criteria:
 For continuing service contracts, and others as required, appropriate intervals
(e.g. annual, end of project, etc.) shall be established in agreement with the
facility and purchasing to effectively measure the contractor's overall
performance against the requirements of the contractor safety management
system,
 Results from these performance evaluations (using and summarizing
information as gathered in 7 above) shall be entered into the SHE section of
the Contractor Evaluation Form and sent to the purchasing department, who
will ensure that the other sections of the form are completed before adding
this to the supplier management database.
 Evaluation results should be used by the site and purchasing to mutually
agree if the contractor should remain on the list of pre-qualified contractors,
with poor performers removed from the list and eliminated from future
consideration.

9. Training and Communication

The appropriate level of classroom and hands-on training that communicates the
requirements of this standard shall be provided to all affected facility personnel.

Training shall be provided every three years, at a minimum, and (1) where
changes in the workplace procedures or equipment render previous training
obsolete, (2) if inadequacies in the contractor safety program indicate that the
people have not retained the requisite understanding or skills, or (3) an accident,
fire, explosion, personal injury or illness occurs as a result of a contractor safety
management deficiencies, etc.

Training shall be documented to include the training date, the names of

employees trained, the names of the trainer(s), and the content of the training.

Contractor Safety Management Tools

Printed: 2/27/2024 Controlled Documents are kept electronically.

All Printed versions of this document are uncontrolled.
Owner: Thomas Cronin
Revision: 4
Date: 06/22/06
Page 5 of 5