QP Guidelines for Managing HSE in Contracts.pdf - Qatar

HSEGL-QP-11-01

GUIDELINES FOR MANAGING HSE CONTRACTS

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Contents

Page 1.0 Objective -------------- 5 2.0 Scope -------------- 5 3.0 Definitions and Abbreviations -------------- 5 4.0 GUIDELINES FOR HSE MANAGEMENT IN CONTRACTS 5 4.4 GUIDELINES ON HSE IN THE CONTRACT PLANNING

AND INVITATION TO TENDER PHASES -------------- 5

4.41 Appointment of Contract Holder and Contract HSE Management training

-------------- 6

4.42 Preparation of Contract HSE Management Plan ------------- 6 4.43 Scope of Work ------------- 6 4.44 Contract HSE Strategy ------------- 7 4.45 HSE assessment of the Contract -------------- 8 4.45.1 Contract risk category -------------- 8 4.45.2 Hazards and Effects Management Process -------------- 9 4.45.3 Risk Assessment Matrix -------------- 10 4.46 Contract HSE specification -------------- 12 4.47 Contractor HSE pre-qualification -------------- 13 4.47.1 Contractors’ HSE Management system -------------- 15 4.47.2 HSE Management system of Contractors engaged in low-

risk contracts -------------- 16

4.5 GUIDELINES FOR HSE IN THE TENDERING PERIOD -------------- 17 4.51 Contract HSE Plans -------------- 17 4.52 HSE Bid evaluation Criteria -------------- 18 4.6 GUIDELINES FOR HSE IN THE TENDER EVALUATION

AND CONTRACT AWARD PHASES 19

4.61 Tender evaluation and contract award -------------- 19 4.63 HSE costs and incentive schemes -------------- 19 4.7 GUIDELINES FOR HSE IN THE MOBILIZATION PHASE -------------- 20 4.72 HSE in Kick-off Meetings -------------- 20 4.73 Appointment of Contractor key personnel, HSE training and

competence -------------- 21

4.76 HSE Monitoring program -------------- 22 4.77 Mobilization -------------- 22 4.78 Pre-execution HSE audit -------------- 23 4.8 GUIDELINES FOR HSE MANAGEMENT DURING THE

CONTRACT EXECUTION PHASE -------------- 23

4.82 Monitoring the Contract HSE Plan implementation -------------- 23 4.82.1 HSE Inspections and Audits 25 4.82.2 HSE Meetings and toolbox talks -------------- 25

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4.83 HSE Performance Reporting -------------- 27 4.9 GUIDELINES FOR HSE MANAGEMENT DURING THE

DE-MOBILZATION AND CLOSE-OUT PHASE -------------- 27

4.91 Demobilization and Site Restoration -------------- 28 4.92 HSE Close-out of the Contract -------------- 28 5.0 ROLES AND RESPONSIBILITIES -------------- 29 6.0 REFERENCES -------------- 30 7.0 APPENDICES -------------- 30 APPENDIX 1: ROADMAP FOR THE USE OF THE TEMPLATES

TOOLS AND EXAMPLES

APPENDIX 2A: QP AND CONTRACTOR HSE MANAGEMENT RESPONSIBILITIES IN A CONTRACT

APPENDIX 2B: INDIVIDUAL ROLES AND RESPONSIBILITIES IN CONTRACTOR HSE MANAGEMENT

APPENDIX 3: CONTRACT HSE MANAGEMENT PLAN TEMPLATE

APPENDIX 4: SAMPLE OF A HAZARD REGISTER TABLE APPENDIX 5A: SPECIFIC STATEMENT OF HSE

REQUIREMENTS TEMPLATE FOR HIGH RISK CONTRACTS

APPENDIX 5B: SPECIFIC STATEMENT OF HSE REQUIREMENTS TEMPLATE FOR LOW RISK CONTRACTS

APPENDIX 6A : TEMPLATE FOR CONTRACTOR HSE PRE-QUALIFICATION QUESTIONNAIRE

APPENDIX 6B: HSE PRE-QUALIFICATION POINTS SYSTEM FOR EVALUATING CONTRACTOR SUBMISSIONS

APPENDIX 7A: CONTRACT HSE PLAN GUIDELINE FOR HIGH RISK CONTRACTS (HSECL-QP-01)

APPENDIX 7B: CONTRACT HSE PLAN GUIDELINE FOR LOW RISK CONTRACTS (HSECL-QP-02)

APPENDIX 8: AN EXAMPLE OF QUANTITATIVE TENDER EVALUATION

APPENDIX 9: EXAMPLE OF A HSE MONITORING PROGRAM APPENDIX 10: SUGGESTED AGENDA FOR AN HSE KICK-OF

MEETING

APPENDIX 11: WORK COMMENCEMENT HSE CERTIFICATE (HSEFM-QP-01)

APPENDIX 12A: CONTRACT EXECUTION HSE AUDIT GUIDELINES FOR HIGH RISK CONTRACTS (HSECL-QP-03)

APPENDIX 12B: CONTRACT EXECUTION HSE AUDIT GUIDELINES FOR LOW RISK CONTRACTS (HSECL-QP-04)

APPENDIX 13: CONTRACTORS MONTHLY HSE PERFORMANCE REPORT FORM (HSEFM-QP-02)

APPENDIX 14: HSE DEVIATIONS APPROVAL FORM (HSEFM-QP-04)

APPENDIX 15: QP HSE CLOSE-OUT AND SITE RESTORATION CERTIFICATE (HSEFM-QP-03)

APPENDIX 16: FINAL CONTRACT HSE PERFORMANCE REPORT FORM (HSEFM-QP-05)

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1.0 OBJECTIVE

To provide guidance, templates, tools and examples to facilitate implementation of the QP Procedure for managing HSE in contracts so as to ensure compliance to QP HSE Policy and HSE management system requirements.

2.0 SCOPE

This guideline document supports HSE management in all phases of the QP contracting process. Appendix 1 provides a roadmap that shows where, in the process, each of the provided templates, tools and examples should be used. The guidelines are applicable to all contracts in Qatar Petroleum whether at the corporate, regional or operational levels of the corporation but excluding contracts awarded by joint ventures and subsidiaries. The extent to which the guidelines are applicable to a specific contract however depends on the level of HSE risk that is present in the contracted work or service. For high/medium risk contracts that involve engineering, procurement, installation and commissioning (EPIC), the full extent of this guideline should be applicable while for a low risk contract, a much reduced application of the contents of this guideline should be the case. However, the same systematic process of hazard identification, assessment, control and recovery, together with the evidence that a system is in place to manage these hazards is necessary in all cases. Where possible, separate templates have been provided for high/medium risk contracts as well as for low risk contracts. They should be adapted and used as appropriate. The guideline is not to be used as a stand-alone document. It shall be used together with QP Procedure for managing HSE in Contracts (HSEPR-QP-11) and QP Safety Regulations for Contractors (QP-REG-S-001). It shall also complement other relevant QP standards such as the Contracts Department’s Inter-departmental procedures (see References for list of some related documents).

3.0 DEFINITIONS AND ABBREVIATIONS

For definitions, see Section 3.0 of the Procedure for Managing HSE in Contracts (Doc. No.: HSEPR-QP-11).

4.0 GUIDELINES FOR HSE MANAGEMENT IN CONTRACTS 4.4 GUIDELINES ON HSE IN THE CONTRACT INITIATION, PLANNING

AND INVITATION TO TENDER PHASE Contracts are initiated when it is established that there is a need in the company which can be met through contracting out the work or services. The HSE objectives of the initiation, planning and invitation to tender phase in the contracting process include:

• Early identification of HSE issues for inclusion in the tender documents • To provide a framework, before contract award, for good HSE performance that

meets agreed standards during subsequent execution • To confirm that contractors have the capability to fulfill HSE obligations in the

contract.

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4.41 APPOINTMENT OF CONTRACT HOLDER AND CONTRACT HSE

MANAGEMENT TRAINING The Contract Holder has the most critical role in the management of HSE in contracts. He is responsible for managing all aspects of planning and execution of the contract, reporting to the Contract Sponsor, and generally represents the link between QP and the contractor. He is also the main link between the sponsor department and other QP departments such as the user department, HSE department, and Contracts department. For detailed HSE management roles and responsibilities of the Contract Holder, Sponsor, and other key parties in the contracting process, see Section 5.0 and Appendices 2A & 2B. In view of the importance of the Contract Holder’s role, Corporate HSE Support Department shall establish a contract HSE management training course. Only persons who have successfully completed this training shall be appointed as Contract Holders. Similar training shall be given to other key players such as Regional/Operational HSE Advisors, QP Site HSE Representatives, and key contractor personnel such as Contractor Safety Officers, HSE Advisors and Contractor Site Representatives.

4.42 PREPARATION OF CONTRACT HSE MANAGEMENT PLAN

The Contract Holder prepares the Contract HSE Management Plan (CMP) based on the outline scope of work for the contract. The Contract HSE Management Plan is used to schedule and track key milestones or HSE management activities that need to be taken throughout the contract. Adequate time should be allowed for mobilization and de-mobilization while preparing the Contract HSE Management Plan. It should also highlight HSE issues that require special emphasis in later contract phases. The template in Appendix 3 can be modified and used depending on the complexity of the contract.

4.43 SCOPE OF WORK The work or services to be carried out in the contract should be described in sufficient detail to facilitate identification of the major hazards and effects, and also enable understanding by the contractor. Drawings and diagrams may be used. The following factors may be considered while defining the contract work scope:

• type of activities • location of site(s) and the workplace • timing and sequence • personnel, plant and equipment to be used • materials and consumables.

Experience gained from previous projects should also be utilized by reference to: • close-out reports from similar projects • formal records of previous HSE performance by contractors on similar projects • similar activities in relevant and/or nearby countries • HSE audits carried out in recent years on relevant activities • general background information on planned areas of operations

The appropriate HSE requirements template (Appendix 5A or 5B) is to be attached so as to inform the tenderers, in a timely manner, of QP HSE requirements.

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4.44 CONTRACT HSE STRATEGY

Generally, in selecting the contract strategy the factors to be considered include: • availability of suitable existing contracts (e.g. service contract, call-off contract,

etc) • contractor resources and skills • interfaces between company, contractor, and subcontractors

However, in terms of HSE management, the Contract HSE strategy defines how the contractor is held responsible for HSE management during the period of the contract. Three distinct contract HSE management modes are possible: MODE 1: The works or services are carried out under Company HSE management System (HSE-MS) i.e. Contractor provides people and tools for the execution of the work under the supervision, instruction and HSE arrangements of QP. The contractor is responsible only for having a system to provide assurance that the personnel and tools meet standards and are suitable for the work or services. MODE 2: The works or services are carried out under the Contractor’s HSE Management system with the contractor providing supervision, instruction and verification of the proper functioning of its HSE management system. QP is only responsible for verifying the overall effectiveness of the controls put in place by the contractor and that the contractor’s HSE management system is compatible with that of QP. Contractor reports HSE performance data including incident statistics. MODE 3: The contractor operates within its own HSE-MS that has no interfaces with QP’s HSE-MS and is not normally required to report HSE performance data including incidents. However, this does not exclude the possibility that QP may wish to guide and influence HSE performance under the contract. This mode applies mostly to contracts such as the supply of manufactured parts. Contractors and sub-contractors working under this mode shall be selected and pre-qualified according to and shall comply with the standard QP-STD-003 (QP Corporate Standard for quality requirement for procurement of Materials and Equipment). QP reserves the right to request for and be provided with the HSE performance data of MODE 3 contractors at any time. Usually, MODE 2 is preferred and should be used. But in certain high risk contracts where the contracted work highly interacts with company activities, then MODE 1 can be used. An example is where welding and grinding is to be done in a hazardous area on an offshore platform. The location and high risk should make QP take charge of the controls including emergency response thus making it a MODE 1. A combination of the modes is also possible. For example a contractor may engineer, procure and construct a facility under MODE 2 but the installation and commissioning say on an offshore platform may be under mode 1. In all situations, the interface in terms of organization and communication between QP and contractor, between contractor and sub-contractors, and between QP and the sub-contractors as the case may be, must be clearly defined. Where a high level of detail is required especially in a high risk environment such as offshore, a separate bridging document may be used to define the interface between QP and Contractor’s

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HSE Management systems. The obligations, roles and responsibilities between QP and the contractor shall be clearly stated to avoid confusion and conflict.

4.45 HSE ASSESSMENT OF THE CONTRACT All contracted work or services present some level of HSE hazards and therefore some risk. Management of the risk depends on how well the hazards and effects have been identified analyzed and understood. The HSE assessment of the contract is carried out based on the principles of the hazards and effects management process (HEMP) described in section 4.45.2 below. Assistance can also be sought from the appropriate Corporate HSE department division (SQ, ST, EV, QA, SC). The main objective of the formal assessment is to help generate an HSE specification for the contract that incorporates all Company and contractor HSE issues relevant to the contract scope of work. The details should be formally recorded with future actions identified and, wherever possible, action parties nominated. The assessment should include as a minimum the following:

• Risk assessment: Identify the hazards and effects, evaluate the level of HSE risk involved, and determine the controls necessary to manage the risk. If the contract relates to a development project then some of the hazards and effects may have already been identified at the conceptual stage. These should be taken into account. The newly identified ones should be added to those already identified and all included in the project hazards and effects register (see Appendix 4). If the contract relates to a common or recurring activity then the Contract Holder can access the hazards and effects register for that activity. Reference should also be made to other formal risk assessments already made such as Health Risk assessments (HRA) and Environmental impact assessments (EIA).

• identify the applicable HSE Laws & Regulations and Company standards and procedures

• identify the Company's HSE project organization/interfaces and define supervision requirements, roles and responsibilities (see Appendix 2B for key personnel)

• examine carefully areas where critical time schedules and resource limitations may call for extra attention to HSE

• determine communication needs including scope and schedules for meetings • identify minimum induction and training requirements for both Company and

contractor. Prepare a training schedule, paying particular attention to training needs for exceptional activities

The results of the HSE assessment are to be used to determine the risk category for the contract and also to specify the HSE requirements for the contract. The major hazards identified in the assessment are passed on to the tenderers who are nevertheless required to perform their own risk assessment of the contract.

4.45.1 CONTRACT RISK CATEGORY

Each contract shall be categorized into either High risk, Medium Risk or Low risk by applying the Risk Assessment Matrix (see section 4.45.3). Where available, reference can be made to the relevant hazard and environmental aspects registers as well as results of other HSE risk assessments so as to minimize effort and facilitate

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consistency in categorizing the risk. Material (e.g. incident records) from the International Association of Oil and Gas Producers (OGP) may also be useful in this regard. The risk category will influence the HSE requirements specified for the contract and how it is managed.

LOW RISK CONTRACTS are those in which the likelihood of incidents with high severity is low. Examples include: a) Office-based consulting services, b) Computer support services, c) Secretarial and administrative services. The Contractor should have a relatively scaled back Contract HSE Plan which must however be adequate for the level of risk. His HSE management system should be in accordance with the provisions of section 4.47.2 HIGH RISK CONTRACTS are those in which the hazards are such that chances are high for the occurrence of incidents with extremely severe consequences such as multiple fatalities, major asset damage or environmental effects, and Regional/international reputation impact (red area on the Risk Assessment Matrix). The contractor shall have in place a HSE management system preferably to recognized international standards. His Contract HSE Plan must be robust enough to manage the risk to ALARP. In some cases such as in drilling, the Contractor may be required to develop a HSE Case (a formal demonstration of how the HSE Management system applies to the high risk activity or facility). MEDIUM RISK CONTRACTS present a level of risk that is intermediate between high and low risk (yellow area on the risk assessment matrix). They should be managed as with high risk contracts but with the controls appropriate for the level of risk.

4.45.2 HAZARDS AND EFFECTS MANAGEMENT PROCESS (HEMP)

This is the process concerned with identifying the hazards and effects associated with an activity or facility and evaluating the risk posed, with a view to eliminating or reducing the risk to a level that is as low as reasonably practicable. It is also referred to as risk assessment. HEMP is based on the four principles of identify hazards and effects, evaluate the risks, establish controls, and then put in place measures to recover if control is lost. In practical terms, these principles can be summarized as follows:

IDENTIFY THE HAZARDS AND EFFECTS

Identify hazards and potential effects associated with a process or facility. In doing this, one basically needs to ask the questions: Are people, environment or assets exposed to potential harm? What can cause the harm? Care should be taken not to limit the identification only to the initial release of the hazard (top event), but consideration should also be given to escalation factors which make things worse after the initial release of the hazard.

EVALUATE THE RISKS Evaluate the risks from each of the identified hazards. Risk analysis basically involves a consideration of the likelihood of occurrence of undesirable events and the severity of consequences of such events on people, assets, the environment and reputation. This requires systematically considering threats that may trigger the hazards to cause an incident, the potential hazardous events, and the effects which may arise from the

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operation throughout the life of the operation. One has to ask the questions: What are the causes and consequences? How likely is loss of control? How severe will the consequences be? Is the risk as low as reasonably practicable (ALARP)? The Risk Assessment Matrix facilitates the assessment process and helps to reduce the subjectivity in qualitative evaluation. The risks should include those associated with non-compliance with environmental and occupational health hazard limits set by regulatory authorities.

ESTABLISH CONTROLS

Measures to eliminate or reduce risks should then be selected, evaluated and implemented. These control measures should act as threat barriers preventing the release of hazards. The control measures must be adequate for each threat and should address all identifiable threats. They may either be processes, physical barriers, operational or administrative procedures or people. In order to put in place appropriate controls, it is necessary to ask the questions: Can the causes be eliminated? What controls are needed to prevent the threats from releasing each hazard? How effective are the controls? Can the controls be improved upon? Are there additional controls that can be introduced? RECOVERY PREPAREDNESS Recovery preparedness or mitigation measures help to prevent escalation of developing abnormal situations, to lessen adverse effects of such situations and return the situation to normal. They address emergency procedures as well as restoration and compensation procedures to recover. Preparing for recovery involves asking such questions as: Can the potential consequences or effects be mitigated? What recovery measures are needed? Are recovery capabilities suitable and sufficient? RECORDING THE RESULTS OF HEMP This can be done in various formats depending on the type of HEMP tool used and the purpose. Widely known HEMP tools include Job Hazard Analysis (JHA), Hazard identification studies (HAZID), Hazard and operability Studies (HAZOPS), Health Risk Assessment, (HRA), Environmental Impact assessments, and Fire Protection Analysis (FIREPRAN). A sample of a simple format for a Hazard Register which provides columns for recording the hazards and effects, the threats, the control measures, and the recovery measures, with an example is shown in Appendix 4.

4.45.3 RISK ASSESSMENT MATRIX

This is a tool that standardizes evaluation of risk in terms of the likelihood or probability of an event with consequences of a specified severity occurring. It helps to understand the significance of risk and also to prioritize activities and allocate resources. Qualitative and quantitative approaches are possible but only the qualitative approach is described below. The matrix consists of a vertical axis which shows a list of possible consequences of an event (with increasing severity) to people, assets, environment, and reputation (see Figure 3). The consequences are those of credible scenarios that take into consideration the prevailing circumstances. This axis is graded from 0 to 5 corresponding to a grading from “no effect /damage” to “Extensive effect/damage”.

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The horizontal axis on the other hand shows the increasing likelihood or probability of a particular consequence occurring. The likelihood is estimated based on historical data or experience in a unit, company or industry. This axis is usually labeled from A to E. Note that the risk is the probability of the specified potential consequence occurring and not the probability of the release of the hazard. The coloured boxes in the matrix represent increasing risk from top left (low risk) to bottom right (high risk). To use the risk assessment matrix, take the following steps:

• Identify potential consequences • Estimate the severity of each potential consequence • Estimate the likelihood based on historical records • Estimate the risk rating

To rate or classify risk qualitatively using the Risk Assessment Matrix, three characters are used as follows:

• The first character is a measure of the likelihood of an undesired event: A-E • The second character is the consequence severity that could occur with that event: 1-5, and • The third character shows to which consequence type the assessment belongs i.e. People (P), Asset (A), Environment (E) or Reputation (R).

The intersection of the chosen column with the chosen row is the risk classification or rating. For example, the risk rating for an event which has occurred before in the oil and gas industry that leads to a single fatality is B4P. This can alternatively be stated in the format “People 4B”.

A B C D ENever heard of

in IndustryHas Occurred in Industry

Has occurred in QP

Occurs several times a year in

QP

Occurs several times a year at this site

0

1

2

No injury / health effect

No damage No effect No Impact

Slight injury or health effects

Slight damage. No disruption to operation

Slight effect Slight Impact

Minor injury or health effects

Minor damage (<QR 250,000)

Minor effectLimited Impact

3

Consequences INCREASING LIKELIHOOD

INC

RE

AS

ING

SE

VE

RIT

Y

Seve Environment ReputationPeopleAsset /

Productionrity

Major injury or health effects

Local damage (<QR 1,300,000)

Localised Effect

National Impact

Single Fatality or PermaTotal

Major 4 nent

Disability

damage (<QR 25,000,000)

Major effectImpact

5fatalities

damage (>QR

Regional

Multiple Extensive

25,000,000)

Massive EffectInternational Impact

Low Risk

(Manage for continuous improvement)

Medium Risk

High Risk

(Add risk reduction measures& demonstrate ALARP)

(Intolerable - Consideralternatives)

Figure 3: Risk Ass An event can have c

essment Matrix

onsequences in all four consequence categories. For the same

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scenario, different raclassified according to which of the consequences has the highest rating. For

resulted in slight inju(C1E), and no reputthe risk category (i.facility under consid

The risk assessment matrix can be applied in a number of ways including incident

vestigation, classification of audit findings, and in deciding the extent of analysis as ied to workplace hazards. In deciding the extent

llow area) - Conduct job hazard analysis (JHA). This should be done entify any

controls needed in addition to the local controls. The controls

specialists) and endorsed by management. The resulting controls

4.46

as comprehensive as possible

could compromise the establishment of a sound basis for HSE

ssed. Hazards and hazardous activities that need

iteria for selecting the most uitable contractor.

tings may apply to P, A, E, and R. The overall risk of the event is

example the overall risk rating for an event which has occurred in QP before that has ry (C1P), Major asset damage (C4A), slight environmental effect

ation impact (C0R) is C4A. The highest risk rating then determines e. whether high risk, medium risk, or low risk) of the activity or eration.

inwell as the level of controls to be applof analysis and level of controls of workplace hazards, the following can serve as a guide: Low risk (Blue area) - Apply the local controls, such as work instructions, permit-to-

work, supervision and daily work team discussions to manage for improvement.

Medium Risk (Yeby the supervisors and the work team who will id

must be enough to bring the risk to ALARP. The resulting controls and instructions are communicated to the work team before the work starts.

High Risk (Red area) – Consider an alternative method, process or location. Conduct a detailed job hazard analysis or use a more rigorous HEMP tool . This should be done by experienced personnel (supervisors controlling the work, supported by engineers and/or HSE

and instructions are communicated to the work team before the work starts.

CONTRACT HSE SPECIFICATION The HSE assessment results are used to specify the HSE requirements for inclusion in the tender documents. This specification will comprise elements of the HSE -MS, together with aspects associated with the particular activities of the work or services. Efforts must be exerted to make the HSE requirementsfor the contract and to provide clear and concise tender documents. Short lead times for tender preparation management. Specifying HSE requirements for contracts generally involves the following: a) Define the HSE-MS requirements and the scope of the HSE Plan paying particular attention to the hazards to be addreto be addressed by the contractor should be listed based on the HSE assessment. The major hazards can be passed onto the contractor but with a clear requirement for the contractor to conduct his own assessment to determine, to the appropriate level of detail, the risks and controls. The degree to which each tenderer identifies and makes provision for managing the risks will later form part of the crs

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b) Identify the Company standards and procedures as well as the State of Qatar HSE Laws and Regulations that will be applicable to the contract c) Define Company-contractor as well as Contractor-subcontractor interfaces and the Company supervision strategy. Responsibilities must clearly be defined. Irrespective of the contract strategy (MODE 1, 2, or 3), the Contractor must take full responsibility for his HSE Plan. Not withstanding this responsibility, tender documents must make clear provision for QP to perform HSE audits/inspections on the contractor in order to confirm compliance and effectiveness of the HSE-MS. d) Define the minimum requirements of the contractor's HSE organization and HSE

re to meet or

eved.

quirements template should be appropriately adapted or modified by the Contract

4.47

against a particular scope of work.

all be maintained company-

training requirements. e) Determine the minimum pre-execution requirements. f) Define reporting requirements regarding HSE performance during contract execution. g) Identify where concurrent Company operations could be impacted and specify any constraints to methods of working. g) Consequence management: Define penalties and incentives for failuexceptional performance on HSE requirements. Provision should be made for the suspension of work if the contractor does not observe the HSE requirements and, in particular at mobilization, to withhold permission to start execution and hold payments until a satisfactory pre-execution audit has been achi The general approach is shown above. However use should be made of standard documentation as much as possible, modifying to suit the activities, hazards and issues in the particular contract. Appendix 5A shows a template for specifying HSE requirements for High and Medium risk contracts while Appendix 5B shows the template for specifying HSE requirements for Low risk contracts. The specific HSE reHolder to suit the particular contract in question. Contract Department can then include the modified template in the contract document. CONTRACTOR HSE PRE-QUALIFICATION QP generally selects contractors through the competitive tendering process. Pre-qualification involves screening potential contractors to establish whether or not they have the necessary capability and experience to undertake the contract in question. Pre-qualification is usually necessary for major high risk or specialized contracts where new contractors or existing contractors must be vetted with respect to their capabilities to manage HSE mattersOnly those meeting the necessary HSE criteria should be included on the pre-qualified or bidders list. An electronic database system or formal historical record of the HSE performance of all contractors previously employed shwide for use at the tender or pre-qualification stage. To carry out pre-qualification, approval should first be obtained from the concerned Tender Committee in accordance with Contracts Department interdepartmental procedures and the QP Regulations for purchases, works and auctions. If approval is not given, the Contract Holder should make a note and later increase the weighting, in the Tender evaluation criteria, of past HSE performance so as to take into account the potential capability of the bidders arriving at the most suitable bid in terms of HSE.

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If Tender committee approval is obtained, pre-qualification is usually achieved by issuing a standard format document for the contractor to complete, supported where

contractor to demonstrate his understanding

ing a score to the selected response for each category

nsors should aim to be fully satisfied that

ith the exception of section 8) should be classified as

descending order and a cut-off point

or HSE performance. Similarly, contractors who provide near perfect responses may have achieved their

reporting. If in doubt, a site visit

necessary by historical performance records. Appendix 6A provides a template that serves as guidelines for an HSE pre-qualification questionnaire. This questionnaire is directed towards establishing the status of the contractor's HSE Management System. It may be necessary to review and modify the content of the template and to add or emphasize requirements specific to the contract. The HSE pre-qualification questionnaire should be part of the entire contractor pre-qualification process and should not be conducted in isolation. Procedures for executing pre-qualification are provided by Contracts department. Special attention should be paid to the management, by contractors, of their subcontractors and the need for the mainand commitment to having full responsibility in this area. Appendix 6B shows guidelines for a points evaluation system that can be used to evaluate contractors' pre-qualification submissions. The contractor's submission should be evaluated by attachprovided in Appendix 6A. It helps to minimize subjective judgment in assessing the contractor’s responses to the pre-qualification questionnaire. Contractors who achieve a predefined acceptable score should then be judged to potentially have the capability to meet the HSE requirements of the contract and should therefore be invited to tender. Contract Holders and Spocontractors, eventually invited to bid, can perform the work to the required HSE standards. In carrying out the evaluation, a contractor that scores the maximum score (D) in all categories meets the condition for managing a high HSE risk contract, provided all other aspects of their pre-qualification are acceptable. A contractor that scores an ‘A’ (zero) in even one category (whaving low HSE risk management capability even if other aspects of their pre-qualification are acceptable. In fact, scoring zero in any of the elements should normally disqualify a contractor. However, depending on the circumstances, all the contractors should be ranked by their scores in applied to exclude the lowest performing ones. The cut-off point can be, say, 50% or 25% of the total number of submissions. It should be noted that accepting a contractor with low HSE risk management capability inevitably increases the burden on the Contract Holder to ensure QP’s HSE standards are maintained. Additional resources and efforts may then be needed to make up for the deficiencies. Care should be taken to avoid penalizing contractors who are diligent and honest in their HSE reporting and who may therefore appear to have a po

good performance by being very selective in their should take place to confirm the responses. Also, when pre-qualifying new or unknown contractors, it may be necessary to arrange for inspection visits to the contractor's base site (with particular emphasis being placed on ensuring that the contractor has the resources and management structure to meet QP HSE standards. Where considered necessary, the contractor's existing sites should be audited to verify that he can achieve the HSE standards proposed for the new contract.

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If the exclusion of a contractor from a bid list is necessary as a result of his

t id lists will require improved HSE performance.

for a number of departments across various oint to

n, lly

r

ent with an assessment of status before commitme t

4.47.1 CONTRACTO EM

Contractors engaged on QP business are required to have an HSE management system w sthose of QP. r’s HSE Management system or parts of it are certified standard (e.g. ISO14001 for the environme aSafety pa . should address the following main elements of an HSE-MS: a) Leader iThe system emonstrates articipation, and communicates to employees, on HSE.

ctives;

• Commit the Contractor to reduce the risks and hazards to health, safety ment to levels which are as low as reasonably

unsatisfactory HSE record, the contractor should be clearly informed of the deficiencies in his HSE management performance and that inclusion in subsequenbWhere a contractor may be workingregions, it will be beneficial to appoint one of the Contract Holders as a focal poversee the activities of that particular contractor in terms of work undertakeresources available, and potential over-commitment. The focal point must be fufamiliar with the contractor's structure, the intended spread of resources and ultimatelyhis HSE performance. He should provide his Contract Holder colleagues, Tendecommittees and Senior Managem

nt o any particular strategy involving that contractor.

RS’ HSE MANAGEMENT SYST

ho e requirements are equivalent to, or exceed and are compatible with It is preferable if contracto

to an internationally recognized nt l part) or an assessment series (e.g. OSHAS 18001 for the Heath and rt) However, as a minimum, any contractor’s HSE management system

sh p & commitment should define how senior management sets personal examples,

involvement /pd b) Policy and Strategic Objectives Contractor senior management shall define and document its HSE Policy and strategic objectives. The HSE policy of a company is a statement of intentions and principles of action and expresses the vision of the company in HSE matters. HSE strategic objectives are a description of the HSE performance the company wishes to achieve based upon the company vision and HSE. The contractor should have HSE policy and strategic objectives that :

• Are relevant to the organization’s activities, products and services; • Are consistent with, and are of equal importance to its other business

policies and strategic obje• Are readily available to the organizations staff and all concerned parties; • Commit the Contractor to meet or exceed all relevant regulatory and

legislative requirements; • Are consistent with those of QP;

and the environpracticable, and

• Provide a framework for setting and reviewing HSE objectives and targets that commit the Contractor to continuous efforts to improve HSE performance.

d) Organization, responsibilities, resources, standards and documentation Contractors shall define the responsibility for developing and maintaining the HSEMS,

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and for establishing HSE accountabilities at each level of the organization. HSE competency levels shall be defined and training provided to ensure that all employees are aware of, and understand, the HSE Policy and HSE management requirements, as well as their individual roles and responsibilities with respect to HSE. HSE shall be

e responsibility of line management at all levels of the Contractor’s organization, and dvisers. Set standards must be documented and

be how the adequacy of existing controls is evaluated and additional ethods for managing / minimizing the HSE risks are identified and implemented.

response procedures. Procedures and work instructions re required to ensure that activities and tasks are carried out in a manner meeting

SE critical facilities and equipment which it designs, constructs,

) Audit and Management Review

HSE auditing and

4.47.2

ot withstanding the provisions in section 4.47.1 above, contractors engaged in low ve a formalized HSE Management System, must still managing HSE in their operations and be prepared to

thit shall not be delegated to HSE Acommunicated to facilitate consistent application and auditing. e) Hazards and Effects Management The HSE-MS shall describe how hazards and effects are to be identified, assessed, controlled and how recovery in the event of loss of control will be carried out. It shall also descrim f) Planning and Procedures As part of its HSE-MS, the contractor is required to have a HSE plan that describes how the controls for hazards and effects management are implemented. The plans should allocate sufficient human, physical and financial resources toward improving HSE performance. The contractor must also have and use a comprehensive set of procedures such as change management procedures, incident management procedure, and emergencyathe required company standards. The contractor should maintain procedures to ensure that Hprocures, operates, maintains and/or inspects are suitable for the required purpose and comply with defined criteria. g) Implementation & Monitoring Contractor should ensure activities and tasks are always conducted according to procedures and work instructions developed at the planning stage (or earlier) and in accordance with HSE policy. It must define how HSE performance is monitored, recorded, indicate the criteria for HSE performance and how corrective action is taken. Performance monitoring should include both leading indicators and reactive (lagging) indicators.

hContractor must define the basis for internal and external management reviews of the effectiveness of the HSE-MS or part thereof. There must be audit plans, protocols for conducting the audit, reporting of findings, and tracking of recommendations for improvement. Contractor Management should at intervals, review the effectiveness and suitability of the HSE-MS. Such reviews should be fed back to improve HSE policy and objectives, organization and resource allocation, and overall HSE performance. HSE MANAGEMENT SYSTEM OF CONTRACTORS ENGAGED IN LOW RISK CONTRACTS Nrisk contracts who may not hahave a basic understanding of

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provide a simple but effective management system. They should be able to make hazard assessments, apply and enforce controls to manage residual HSE hazards and effects, apply local HSE legislation correctly, respond effectively to emergency situations, etc. The general approach by QP responsible personnel (Contract Holders, Regional/operational HSE Advisers, and QP Site HSE Representatives) should be to sup rstanda

4.5 GUID

The m preparation of Preliminary Contract HSE Pla . Suf ieHSE management in the contract. The potential Contractors shall conduct their own risk sshouldsuch m s of HSE clarification requests and

.51 CONTRACT HSE PLANS

e a full understanding of the requirements in the HSE specification • De n

activiti• Confirm his proposed use of policies, procedures, standards, etc. and show

thaQP Co

• Co m the QP standards and guidelines represent min

ndices 7A and 7B. Appendix 7A is for Major ontracts while Appendix 7B is for small or low-risk contracts. This guideline indicates

, but is not necessarily exhaustive neither are all items in it mandatory. Some items in the templates may be provided at a lower

po t them to develop and improve their HSE management system to a formalized rd format as soon as possible.

ELINES FOR HSE IN THE TENDERING PERIOD

ain HSE activities in this phase are ns by the bidders, and the preparation of HSE bid evaluation criteria by QPfic nt time should be allowed to enable the tenderers to prepare a sound basis for

a sessment on the contract before preparing their Contract HSE Plans. Provision also be made for clarification meetings and site visits where necessary. All eetings and visits should be recorded and copie

responses circulated to all bidders.

4The Contract HSE Plan is the primary document drawn up by the Contractor to demonstrate understanding of the HSE implications of the contract and his plans to meet the requirements. Contractors shall prepare their Contract HSE Plan in accordance with the contract HSE specification or Statement of HSE requirements for the Contract. In preparing the preliminary Contract HSE Plan, the tenderer shall:

• Demonstrate understanding of the type of work involved in the contract and define his execution proposals.

• Conduct his own hazard identification and risk assessment of the work. Contractor shall demonstrate that he has independently identified and assessed the hazards / risks anticipated during the execution of the contract

• Demonstrate the ability to manage the specific hazards / activities anticipated during the execution of the contract.

• Demonstratmo strate that he has an HSE Management System that governs business

es in his organization.

t these comply with QP requirements or add to them where he believes the ntractor HSE Regulations are insufficient.

nfir his understanding that imum standards.

The Contract HSE Plan must cover all contract phases from mobilization to de-mobilization and should provide an indication of the policies, procedures, standards, and laws applicable during the contract. A guideline showing the list of contents for Contract HSE Plans is provided in AppeCthe key features of the Contract HSE Plan

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level of detail or omitted completely at the tender stage, depending on the nature of the work to be performed. However, in doing this, the Contract Holder should be satisfied that the items will be fully addressed, covered elsewhere, or for some reason be justifiably omitted during the tender stage for the particular contract. Where appropriate the Contract HSE Plan should, in addition to the summary of hazards and controls, include:

• Method Statements detailing how various activities and tasks involved in the contract will be carried out safely and in an environmentally sound manner

• Planning charts (indicating milestones and schedules for meetings, training, inspections, audits, drills and exercises);

• Checklists and diagrams;

4.52

the pre-qualified contractors and it should be

, HSE should be considered as a major but separate component of the technical evaluation criteria. A quantitative approach

evaluation process. In

8 gives a quantitative tender evaluation example i.e. how the HSE score

• Action items in the Contract HSE Plan should be summarized on a project planning activity chart

It has to be noted that the Contract HSE Plan is a working document, which may require updating as the contract progresses to rectify identified failings from audits / inspections and reflect changes in the work scope. Any such changes must be dulyapproved as with the original document. HSE BID EVALUATION CRITERIA Bid evaluation criteria are to be prepared by the Contract Holder and Tender Committee approval obtained before the bids are submitted by the tenderers. The criteria should include all significant aspects such as costs, technical ability, HSE, and the ability to meet schedules by the contractor. The HSE aspects which shall be dependent on the level of HSE risk should be determined with the support of the concerned regional/operational HSE Adviser. The HSE criteria establish yardsticks to measure the quality of the Preliminary Contract HSE Plan and criteria to be met. The methods used and the criteria should aim at objectively assessing and comparing the contractors. If pre -qualification has been done, the company would already have some idea of the HSE capability of relatively easy to determine the aspects that need to be further scrutinized during bid evaluation. In preparing bid evaluation criteria

usually helps to eliminate much of the subjectivity during thesuch an approach, developing bid evaluation criteria involves determining the criteria, scoring method, suitable weighting, and setting of the cut-off point for the HSE score. A scoring point system similar to the one used for pre-qualification (Appendix 6A & 6B) should be applied to the expected contents of the Contract HSE Plan (Appendices 7A and 7B) or to any other evaluation element decided upon, to form the criteria. These criteria are then later evaluated to determine the score of the bidding contractor on HSE. HSE should be an ‘absolute criteria’, i.e. HSE should determine whether or not a bidder is awarded the contract. If a bidder’s score on HSE fails to meet up with the set cut-off point, that bidder should not be awarded the contract even if the bid meets other technical requirements. Appendixcan be determined for a contractor, how the contractors can be ranked to apply the

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cut-off point to recommend contractors that are suitable, in terms of HSE, to be considered for award of the contract.

4.6

4.61 H

e minimum acceptable standard and also provide a basis for

sam also to ensure that only bid rcommercial bid evaluation in line with QP policy. As alre lar to the one s evaluation. Refer to Appendix 8 for contract award. The tenderer with the most suitable bid in terms of HSE, Technical and mmittee so as to be

4.63 Hclude

HSE performance and a well ought out plan by the contractor. However, unless company commercial contracting

mal costs to the

GUIDELINES FOR HSE IN THE TENDER EVALUATION AND CONTRACT AWARD PHASE

SE EVALUATION OF TENDERS AND CONTRACT AWARD The main focus of HSE evaluation of tenders is to check that the preliminary contract HSE Plan achieves thcomparison of HSE aspects in the various bids to determine acceptability on HSE requirements. The Contract Holder with support from the concerned HSE Adviser should evaluate the preliminary Contract HSE Plans assessing each tenderer’s overall HSE management system as well as contract specific issues such as the extent of identification of hazards, proposed controls including reference to proposed key personnel competencies, subcontractors, manning levels, plant and equipment, HSE objectives and performance targets for the contract, etc. Any deficiencies are to be noted for later review with the Contractor after the award. Request for clarification should also be sent if, in the opinion of the evaluation team, this will not delay the process. The evaluation of the preliminary Contract HSE Plan should be carried out at the

e time as the technical evaluation both to save time andde s with acceptable preliminary Contract HSE Plans are allowed to undergo

ady mentioned in section 4.52 above, the scoring point system simi u ed for pre-qualification should be used for the an example of how to evaluate and compare tenderers in order to recommend

Commercial aspects is recommended to the Tender Coawarded the contract. SE COSTS AND HSE INCENTIVE SCHEMES Care should be taken, during the evaluation, to lookout for contractors that incosts for HSE and HSE incentive schemes in their submission. Such inclusion should be regarded as an indication of commitment to goodthpolicies allow, such costs should be regarded as part of the norcontractor for executing the work or services and not as separate costs to be charged from QP. Contractors that have not made provision for HSE incentive schemes should be encouraged to do so as this will motivate their staff and lead to safe, healthy and environmentally friendly operations. To be effective, such incentive schemes should:

• not discourage or suppress the reporting of incidents. • be proactive and therefore reward effort, e.g. audits and follow-up rather than

'after the event' statistics. • ensure that incentives are enjoyed and valued by the personnel who are in a

position to influence the HSE performance and maintain the systems. • be culturally adapted to the local environment. • Motivate personnel to change those behaviours that detract from good HSE

performance.

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• Be consistently and fairly applied without discrimination.

To motivate contractors, QP shall also operate an appropriate incentive scheme that is in accordance with the QP Corporate procedure for HSE award and incentive cheme. The scheme which shall be non-monetary in nature, shall involve the award

a contractor’s milestone achievement of

4.7

rsonnel (including Contractor Site approval of the Contract HSE

Pla n of contractor per nwhat a ment ‘QP Pro dthis timHSE monitoring activities particularly during the execution phase, and generally

4.72

ed HSE Adviser, QP Site HSE Representative, and tractor's side, the Contractor management

sho d r and other key per n E Officers. Sub-Co aThe b

• o the contractor, QP’s commitment to HSE;

ss the deficiencies. nds the risks within the work scope

If th c eeting should, acc d ote location, it ma ctor's base office, subsequently authorize mobilization of his ke

eration detailed in the scope of work and are familiar with HSE working procedures, rules and regulations, alarms and signals,

sof tokens such as certificates followingobjectives and targets clearly defined at the initial stage of a project. The achievement of the milestones shall be validated prior to the award. GUIDELINES FOR HSE IN THE MOBILIZATION PHASE

Following Contract award, the main HSE activities during the mobilization phase include appointment of QP Site HSE Representative (if required), holding of Kick-off meeting, appointment /approval of Contractor key perepresentatives and HSE Officers), finalization and

n, equipment inspection/certification, HSE training / inductioso nel, mobilization , and carrying out the pre-execution audit. For a flowchart of

ctivities take place during the mobilization phase, refer to the docuce ure for Managing HSE in contracts (HSEPR-QP-11)’. The Contract Holder, at

e, should also prepare the HSE Monitoring Program which would guide the

supervise the mobilization. Progress meetings should be held from time to time with the contractor to assess and steer progress as well as make input where necessary. Appendix 9 shows a typical example of an HSE Monitoring program for a one year major contract. HSE IN KICK-OFF MEETINGS The Kick-off Meeting is the first formal meeting between the Contract Holder and the contractor after the award of the contract. It should be held as soon as possible after contract award before the execution of any work. Attendees should include on the QP side, the Contract Holder, concernpossibly the Contract Sponsor. On the con

ul represent the contractor including the Contractor manageso nel such as the Contractor Site representative and HSntr ctors should also attend if already identified. o jectives of the HSE Kick-off Meeting include:

To demonstrate, t• To highlight pre-execution requirements including areas for improvement in the

Contract HSE Plan and agree on action to addre• To confirm that the contractor fully understa

and is capable of executing the Contract HSE Plan as submitted with their tender.

e ontractor is to mobilize only locally to the worksite, the kick-off mst at a remor ingly, be held locally. If the contractor is to mobilize fir

y be necessary to hold the initial kick-off meeting at the contray personnel to site and follow up with a

further local kick-off meeting. The local meeting should be held immediately prior to the start of any work. It should ensure that the contractor's workforce and supervisors are aware of the site hazards of the op

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emergency communications and procedures. A suggested agenda for an HSE kick-off meeting is shown in Appendix 10. Other topics to be covered should include:

• identification of changes to the HSE Plan to be implemented • requirements for contractor employees' competence in HSE • establishment of Contractor HSE performance objectives and targets • distribution and explanation of QP HSE policy statement, basic HSE rules and

work procedures • identification and schedule of pre-execution activities (e.g. equipment

inspection), HSE meetings, audits and reviews • Company and contractor emergency plans • Arrangement with third parties to ensure their role in emergency response

plans is known • confirmation that HSE induction and training plans are in place • briefing of sub-contractors on HSE requirements; and • highlighting incident reporting and investigation procedures.

4.73 ACTOR KEY PERSONNEL, HSE

TR NThe Contractor Manager should propose, in writing, the appointment of Contractor’s key Officer(s) and oconcerned HSE Adviser shall jointly assess the Curriculum vitae (CV’s) and interview the proposed Contractor’s key personnel particularly the Contractor’s HSE Adviser or

ew replacement during the course of the contract should

te personnel must undergo HSE indu io least at awareness leve competency requirements defined in the QP Contractor HSE Regulations. In addition, they must be knowledgeable in relevant HSE techniques and have a working knowledge of the legal and contractual health, safety and environmental requirements that must be met. They must have the ability to communicate effectively at all levels of the Contractor's org zAtt m ons or approved equivalent is recommended for all HSE Advisers:

ccupational Safety and Health (NEBOSH)

ccupational Safety and Health

Adviser holding higher qualifications not currently recognized by QP or with xempted from some of the above requirements

APPOINTMENT OF CONTRAI ING AND COMPETENCE

personnel listed in the Contract such as Contractor’s HSE Adviser or C ntractors Site Representative(s). Once proposed, the Contract Holder and the

Officer(s). HSE Competence test should also be used if available. They should confirm to Contractor Manager acceptance of the key personnel found suitable by way of approval. Any nundergo the same process. In terms of HSE competence requirements, all si

ct n training and have some level of HSE competence at l. HSE Advisers shall possess at least the minimum HSE

ani ation. ain ent of at least one of the following qualificati

• National Examination Board in OCertificate or Diploma

• IOSH - Member of the Institution of O• Diploma in Occupational Safety and Health Management, or Member of

International Institute of Risk and Safety Management (MIIRSM) • RSP - Registered Safety Professional

An HSEproven extensive experience may be eat the discretion of QP.

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In addition, Contractor’s HSE officers will be required to attend at least the following or equivalent of QP approved HSE related courses:

• Hydrogen Sulfide (H2S) and Breathing Apparatus training • Helicopter Underwater Escape Training (mandatory for offshore) • Permit-to-work Course • Job Hazard Analysis

ersonnel and must have some HSE training including some of the courses indicated

4.76

e requirements (e.g. Lifting equipment certificates). The Contract Holder and QP Site HSE Representative, if appointed, should carry out monitoring of the contractor's pre-execution activities to ensure that the c E Plan and are in line with relevant QP pol

• Hazard Management Training • Summary incident investigation • Detailed incident investigation and Tripod Beta • IOSH Managing Safety • NEBOSH General Safety Training • First-Aid Course • Environmental Management course • Unsafe act auditing

oremen, Supervisors and the contractor manager should all be regarded as key Fpabove. HSE MONITORING PROGRAM The HSE Monitoring Program (see Appendix 9) guides Company monitoring activities particularly during the execution phase. It should be prepared early during the mobilization phase and discussed with the contractor. The content, scope and detail of the HSE Monitoring Program will be directly related to the level of risk associated with the execution of the work scope. The greater the risk, the more detailed the program should be. A good program should take into account the level of HSE systems maturity of the contractor i.e. for the same scope of work, a more experienced contractor may need less monitoring than one who is inexperienced or new in working to high HSE standards. Usually, a high frequency of monitoring activities is scheduled for the early part of the execution phase. The monitoring program should be periodically reviewed during the execution of the contract and revised according to findings of audits and inspections. If performance and compliance is found to be good, it may be possible to reduce the frequency of monitoring. However if performance is poor it may be necessary to increase monitoring activities.

4.77 MOBILIZATION During mobilization the contractor finalizes the Contract HSE Plan incorporating the agreements reached at the kick-off meeting. Method Statements should be included where applicable and seen to conform to the risk controls decided on during the riskassessment. The final Contract HSE Plan produced should be reviewed and endorsedby the Contract Holder and the concerned HSE Adviser. The Contractor also mobilizes his equipment and personnel in compliance with QP equipment inspection and certificate issuanc

a tivities conform to the Contract HSicies and procedures.

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The s deployed his supervisory staff and is carrying out the HSE training and induction that are required for his supervisors and em y E, first-aid,

4.78

obilization is complete. The audit should check the physical evidence that HSE ystems are in place, for example:

• Necessary permits including PTW

s • HSE awareness and promotional material

arallel with initiating the execution phase. In the case of

4.8

4.82 he contractor is expected to implement, supervise, monitor

SE Plan as part of execution of the work y the Contract Holder and QP

ep actor uate way

dic rev unforeseen work activities

y hould also ensure that the contractor has

plo ees. Such training should include completion of the necessary HSsurvival and job-related training such as training on permit-to-work system (PTW). At the appropriate time, Contractor should confirm readiness to commence work in writing. PRE-EXECUTION HSE AUDIT Once the Contractor has confirmed readiness to commence work, the Contract Holder and concerned HSE Adviser shall conduct a pre-execution HSE audit against the Contract HSE plan to determine whether the contractor has met all the necessary pre-execution targets stated in the HSE specification and contract HSE plan, and ms

• HSE equipment • communications • environmental protection measures • health protection facilities, medical facilities and Medevac procedure

• HSE documentation manuals • Schedules for HSE meetings, audits and reviews during execution

If the pre-execution audit is satisfactory showing that all pre-execution HSE requirements have been met, the Contract holder and concerned HSE Adviser shall jointly issue a work commencement HSE certificate and authorize work to start. Appendix 11 shows a template for a Work commencement HSE Certificate. If the audit proves to be unsatisfactory then the status of the contractor's progress should be carefully reviewed. For relatively minor deficiencies the contractor should be requested to implement corrective action and the audit repeated. It may be possible to allow this to take place in pmore serious omissions the option of withholding permission to proceed or even terminating the contract may be necessary. GUIDELINES FOR HSE MANAGEMENT DURING THE CONTRACT EXECUTION PHASE The main activities during the execution phase are monitoring the Contract HSE Plan implementation, HSE performance reporting, and incident investigations. MONITORING CONTRACT HSE PLAN IMPLEMENTATION

uring contract execution tDand verify the HSE activities in the Contract Hor services in the contract. The Company, represented bSite HSEhas adeqof perio

R resentative, in turn, is expected to monitor and verify that the contr control over its activities. The Contract Sponsor in turn oversees byiew, the activities of the Contract Holder. Any

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shall be asdeviat

se st for any ions an e Contract HSE Plan with a justification should be

t to the CoHold osals tions any unforeseen work activities. Spon

plan using HSE DThough the Con and concerned HSE Adviser may c r clear to the contractor tha tcontractors is hisThe monitorin nsafe act audits,

, a itSE Monit

HSE monitoring m TABLE 2: Contra

Method Objective

ssed and the Contract HSE Plan updated accordingly. Requed amendments to th

senContract

ntract Holder. er and HSE Adviser should review and endorse satisfactory prop to Contract HSE plan arising fromfor devia

Contract sor should authorize deviations and amendments to the contract HSE eviations approval form (Appendix 14). tract Holder, QP Site HSE Representative

ar y out some monitoring of HSE on site, it must be made t he responsibility for HSE for his own activities and that of sub-

. g of contractor’s activities is achieved through u

inspectionsin the H

ud s, and review meetings which are normally scheduled and contained oring program. The table below shows the objectives of the various ethods.

ct HSE monitoring methods

Unsafe act auditing

mA easure of how well individuals understand basic HSE rules and their adherence to the rules and safe work practices.

Supervisory checks com

A reinforcement of the role of the supervisor and demonstration of mitment to HSE.

HSE inspection occ ace are identified, recorded and corrected. Localised

A check to ensure that specific deficiencies in meeting HSE requirements that ur in the workpl

improvements result from an inspection. HSE audit •

ation of the Contract. • Trends in poor HSE management performance are identified

iance are recorded and

An activity carried out to ensure that agreed HSE management systems are in place, commensurate with the risk, and compliant with standards laid down in the HSE Specific

• Instances of non-complremedial/corrective/preventive action instigated.

• Contract wide improvements may result from an audit. HM

s reported during the contract.

programs agreed. ch towards HSE management may result

ed by , contractor senior management, and any

y the

SE Review eetings

• A management assessment that all planned HSE activities are being carried out to manage HSE and are suitable and sufficient to ensure business objectives are being met.

• Should review the results of all the above monitoring methods plus results of any performance indicator

• Should ensure current systems are challenged and new systems suggested if considered beneficial.

• Recommendations are recorded and remedial action and improvement

• A complete change of approafrom a review.

• The meeting should be chaired by the Contract Holder and attendthe QP Site HSE Representativeother parties, both QP and contractor who are directly influenced bsubject(s) under discussion.

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4.82.1

A c d an inspection. An HSE audit is a review of management controls to ensure a requirement is met or standard is com li meeting thedefective rear light, and require it to be fixed. An audit would seek to establish if there

of checking compliance with contract

• ols and equipment

sysr cy equipment is

re single point

its

spe establish whether the HSE s sufficient and are performing to standard.

4.82.2

HSE INSPECTIONS AND AUDITS lear distinction has to be made between an audit an

p ed with, whereas an inspection seeks to identify specific deficiencies in requirement. As an example, an inspection might note that a vehicle has a

is a defect reporting system which would ensure that such deficiencies are identified, reported and corrected in a timely manner. Inspections provide the day-to-day meansrequirements. Auditing provides the more formal and comprehensive assessments of adherence to the contractor's HSE Plan. Inspections should be used to cover such aspects as:

• HSE features on plant and equipment • correct use of protective equipment • employee HSE awareness and demonstrated use of safe work practices • operational condition of HSE equipment • contractor's holding of daily toolbox meetings and regular HSE meetings • contractor's performance of HSE inspections/audits and reviews of the

contractor's and sub-contractor’s activities including follow-up and close-out of action items

• site HSE documentation including Unsafe Act/Conditions reporting records • contractor's incident investigation and follow-up • compliance with PTW system

reliability, serviceability and maintenance of work toemergency and contingency plan readiness a• nd drills including use of firefighting equipment and first-aid.

The effectiveness of inspections can often be enhanced by the use of unannounced spot checks and involvement of the contractor's responsible supervisory personnel. Appendix 12A and 12B provide checklists for carrying out HSE monitoring audits for major and small contracts respectively. An audit should not just recognize deficiencies in HSE systems, it should try and establish why those deficiencies exist and then recommend solutions to remove the systemic problems. Audits should not result in a list of minor deficiencies (e.g. '…fire extinguisher was found out of date or two tyres on the crew cab vehicle were found to be defective…’). It should result in a short list of

temic faults that if solved, will prevent these minor deficiencies occurring again. example, ‘…the system for inspecting and maintaining emergeFo n

not effective. Management should review this system to ensuaccountability for all emergency equipment and audit the system regularly to maintain

effectiveness’. Contractor HSE management Audits should be done in accordance with the HSE

cification and Contract HSE Plan. The audit shouldsy tems are in place, are suitable and

HSE MEETINGS AND TOOLBOX TALKS The contractor is required to hold HSE meetings and toolbox talks when executing the work or services in the contract.

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Toolbox talks provide the forum for spoken communication between a supervisor and one or more employees just before a task is started. They improve HSE performance

f those hazards and the

otivate, Tell, Show, Test and Check" method

ith the length of time o conduct a Tool box talk just prior

to starting a task to ensure workers understand the hazards and are adequately the employees,

und n be through oral questions and by the ployees. This is what is known as

HSE meetings are most effective if held on a regular basis and conducted by the local

thromay be the ones that are the most memorable

a part of the e supervisor's

ith

by increasing awareness of hazards, enabling discussion of controls and agreement of emergency procedures. As the talk is informal, there are no standard requirements for an agenda or for meeting minutes. However, supervisors are expected to make notes of the toolbox talk and topic in a site log book. Toolbox talks can be conducted according to the following guide to make them effective: • Should be conducted before beginning any medium, high or extreme risk task.

This will ensure the workers are aware of all aspects of the task; the HSE implications and the role they are to play should problems occur.

• Should be conducted each time a new task is about to be started. • Should cover hazards associated with the task, controls o

recovery plan. • The supervisor should use the "M

described below to ensure understanding of the task. • Should be recorded in a daily log. Effectiveness of the toolbox talk diminishes significantly wbetween the task and the meeting. It is essential t

prepared. The supervisor should lead the toolbox talk by motivatingtelling them about the task, showing them what is expected and testing their

erstanding. The tests of understanding casupervisor requesting a demonstration from the emthe "Motivate, Tell, Show, Test and Check" way of task instruction.

team leader or supervisor. There are a number of messages that can be transmitted ugh meetings, and it must be recognized that many of the non-verbal messages

and effective. For instance, voice tone, inflection, body language, eye contact and hand gestures all form

y be correct, but thtransmitted message. The verbal message maactions may negate the good intentions. Be sure to reinforce the verbal messages w correct actions. Informing employees of the correct procedure and then personally following that procedure are good ways to transmit information in a clear and positive fashion. The objectives of HSE meetings are to: • convey HSE information to all employees; • obtain feedback from employees; • get participation and commitment to the HSE program; • encourage communication and debate;• seek ways to eliminate unsafe practices and unsafe acts; • resolve any concerns or problems that emerge

HSE meetings should be conducted according to the following guide: • There should be a cascaded set of HSE Meetings from Contractor down to the

employees of the smallest sub-contractor; • Should be conducted at least once per month; • Should be scheduled to allow all employees to participate in at least one meeting

per month;

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• should not be too long, say 40 minutes (more frequent meetings of a shorter

duration are acceptable provided the length of time allocated for meetings is no

REPORTING

eness of HSE terms of both

formance indicators. Appendix 13 uch issues

dits conducted,

worked, waste generated, occupational illnesses reported, and number of sickness It is

bas other frequency

The HSE incident statistics should be analyzed,time injury frequency, LTIF, Total Recordable Case Frequency TRCF, etc.) and trends

ide improvement actions.

4.9

ND CLOSE-OUT PHASE e close-out phases are to ensure that:

nd to help future contractor selection.

less than 40 minutes per month); • Should be documented with date and location of meeting recorded; • Should contain a signed attendance register; • Should list topics discussed and action items agreed along with action parties and

target dates. A follow-up procedure for items raised during HSE meetings is recommended so that items are resolved in a systematic manner. The follow-up procedure should take into account the risk involved in the issue, the time span required to correct the deficiency and the level of resources required

HSE PERFOMANCE4.83 HSE performance reporting provides a means of assessing the effectivefforts. The Contractors should report performance on the contract inleading (proactive) and reactive (lagging) HSE pershows a template to be used by contractors to report HSE performance. Sas number of persons trained on HSE, number of inspections/auunsafe acts/conditions, Near-misses, exposure in terms of number of man-hours

absences should be reported in addition to the usual HSE incident statistics. recommended that contractors track these indicators on a daily, weekly and monthly

is. They should however report to QP on a monthly basis or at anydecided by the Contract Holder.

incident rates established (e.g. Lost

established to help indicate effectiveness of efforts and guIncident reporting and investigations should be carried out in accordance with the QP Corporate Incident Management procedure. The aim should not be fault-finding to blame persons for acts or omissions, but to identify the root causes or systemic deficiencies and correct them so as to prevent the re-occurrence of similar incidents. In addition, the contractor shall notify and invite concerned QP regional/operational HSE Adviser to be present for investigation of incidents that occur within contractor and sub-contractor’s activities while engaged in QP business in order to provide support and guidance.

E MANAGEMENT DURING THE DE-GUIDELINES FOR HSMOBILZATION ATh objectives of de-mobilization and • Hazards associated with these phases are adequately addressed • Agreed procedures, standards and guidelines relevant to implement HSE risk

controls are followed. • Issues relating to post-contract liability are taken into account and addressed. • Performance on the contract, both on the part of the Contractor and QP, is

appraised and documented to ensure lessons learnt are not lost. • To provide material to feedback to improve the contracting process a

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4.91

HSE Adviser

n

req 4.92

e

dix 15. of the concerned HSE Adviser and the QP a final Contract HSE performance report

DE-MOBILIZATION AND SITE RESTORATION During this phase it is important to identify the hazards associated with de-mobilization and determine the risk management controls to be applied. If necessary, the Contract HSE Plan should be revised accordingly. The Contract Holder, QP Site HSE Representative and concerned should remain alert to the increased probability of incidents as the project infrastructure and contractor HSE management structures are being dismantled with people moving off the project. Assurance should be obtained that the appropriate organizational structures remain intact until associated activities have beecompleted. These activities should include: • Emergency response • Site restoration • Waste management and disposal • Security clearance, including retrieval of access permits and identity cards The Contract Holder should continue to monitor the contractor's performance against his plan, including attention to incident reporting. It is important to maintain vigilance on HSE matters to the very end of the contract. For contracts that involve a commissioning and hand-over phase (e.g. offshore) the QP Site HSE Representative shall assist the Asset Holder during the hand-over to ensure that all the HSE

uirements specified in the contract documents have been implemented.

HSE CLOSE-OUT OF THE CONTRACT HSE close-out of contracts involves the preparaTh tion of close-out reports and

issuance of the HSE close-out certificate, and update of the Contractor HSE database system. The main aim is to establish the HSE performance of the Contractor and QP on the contract and capture learning points. This would be used for improvement of the HSE management systems and as a reference for future contracts. Following de-mobilization and site restoration, the contractor is required to prepare

submit his End of Contract HSE Perfoand rmance Report which basically is a distillation of the contract HSE performance monitoring over the entire duration of the contract. It should highlight successes, lessons learned and areas for improvement. The Contract Holder and the concerned HSE Adviser are then required to jointly issue a HSE Close-out and Site Restoration Certificate to the contractor following contractor’s satisfactory completion of the de-mobilization activities and submission of his overall HSE performance report. A template for the HSE Close-out and Site Restoration Certificate is shown in AppenThe Contract Holder, with the assistance Site HSE Representative, shall prepare covering the performance of both QP and the contractor in the management of HSE in the contract. In this report the analysis and summary of conclusions should address: • Quality of the original Contract HSE Plan and its relevance to the overall

contractor(s) performance, stipulating what was learned and how future contracts should be structured.

• Highlighting positive aspects of learning and how they can be applied in the future. This learning should be shared with the contractor.

• Incorporation of any new hazards into the hazard identification and evaluation process for future contracts.

• Analysis of both QP and the contractor’s HSE performance for mutual improvement.

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• Any other information on the contractor which may provide a guide for

improvements in assessing future tenders. To ensure a useful close-out report, it is important that throughout the contract, the contractor’s performance should be monitored against the Contract HSE Plan and any

5.0

HSE

Other general roles and responsibilities relating to this guideline are as follows: a) Except where specifically stated that an activity be carried out jointly, the primary responsibility and accountability for HSE management in contracts as contained in this guideline rests with the Sponsor Department and hence the Contract Holder with the concerned Regional / Operational HSE personnel providing advice and support.

ll, provide HSE management in contracts ant personnel as required (including Contract Sponsors, Contract

c) Corporate HSE Support Department shall facilitate usage of the guidelines and, from time to time, carry out verification inspections and reviews to provide support to improve HSE performance where necessary and ensure that the requirements of this guideline document, and those of the associated documents are met. d) Corporate HSE Support Department shall be responsible for review and update of this guideline and associated documents (Procedure for managing HSE in contracts (HSEPR-QP-11), and QP Safety Regulations for Contractors (QP-REG-S-001)). e) Corporate HSE Support Department shall also be responsible for liaising with Contracts department to update the standard HSE requirement clauses such as those in the General Conditions of Contract. f) Contractors and their Sub-contractors have the responsibility to apply the requirements of this guideline document in all contract operations as they are expressed in the tender and contract documents, related correspondence, and all relevant QP policies, standards and procedures.

deviations, positive or negative, taken note of for reference in the close-out report. Appendix 16 shows a form (HSEFM-QP-05) that can be modified and used for a Final Contract HSE performance close-out report. The Content of the final HSE performance report shall then be used to update the Contractor HSE performance database.

ROLES AND RESPONSIBILITIES In general, it is the overall responsibility of the Contract Holder to ensure that the tender document, the contract, and the HSE arrangements are sufficiently defined and managed in line with the provisions of this guideline. Regional/operational Advisers are to support the Contract Holder in discharging this responsibility. Contractors on the other hand have the responsibility to apply the requirements of this guideline in all contract operations as they are expressed in the tender and contract documents, and related correspondence. The sharing of HSE management responsibilities between QP and the Contractor is shown in Appendix 2A. Detailed individual roles and responsibilities of various parties involved in the management of HSE in contracts can be found in Appendix 2B.

b) Corporate HSE Support Department shatraining for all relevHolders and QP Site HSE Representatives, and some key Contractor personnel).

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6.0 E

The following documents were referenced during the development of this guideline:

r in Oct.

R FERENCES

1 OGP: HSE Management – Guidelines for working togethea Contract environment

Report No. 6.64/291, 1999

2 GP: Guidelines for the Development and Application of nvironmental Management Systems

o. OHealth, Safety and E

Report N6.36/210

2

Contractor Pre-qualification 1

IP-CN-00Rev.A1

3 Tendering Process 2 IP-CN-00Rev.A1

4 Technical and Commercial Bid evaluation 3

IP-CN-00Rev.A1

5 Contract Award and Finalization IP-CN-004 Rev.A1

6 s for contractors QP Safety Regulation (QP-REG-S-001 )

7 Safety, Health, Environment and Quality Management - A Practitioner’s Guide

International RiControl

sk America,

2nd edition 8 Technical Safety Guidance docum

Quantitative Risk Analysis ent -QP Criteria for QP-GDL-S-014

Rev. 3 9 QP regulations for purchases, works and auctions QP Intranet

10 Incident Classification Standard (QP) IP-SF-005

11 Corporate Procedure for Incident Management QPR-STM-001

12 Corporate Procedure for HSE Award and Incentive Scheme QPR-STM-002

13 Environment, Health and Safety UK RSC Risk Assessment at Work – Committee, UK RSC

14 Corporate Standard for Quality requirements for procuremeof materials and equipment

nt QP-STD-003

15 m QP Intranet QP Guide to HSE Management Syste

16 Corporate Standard for the establishment and operation of Medical Aid Centres in QP Locations

QP-STD-MS-001

7.0 APPENDIC

APPENDIX 1: ROADMAP FOR THE USE OF THE TEMPLATES, TOOLS AND

APPENDIX 2 OR HSE MANAGEMENT RESPONSIBILITIES

ES IN CONTRACTOR

APPENDIX 3 MPLATE

APPENDIX 5 E REQUIREMENTS TEMPLATE

ES

EXAMPLES A: QP AND CONTRACT IN A CONTRACT

APPENDIX 2B: INDIVIDUAL ROLES AND RESPONSIBILITI HSE MANAGEMENT : CONTRACT HSE MANAGEMENT PLAN TE

APPENDIX 4: SAMPLE OF A HAZARD REGISTER TABLE A: SPECIFIC STATEMENT OF HS

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FOR HIGH /MEDIUM RISK CONTRACTS

APPENDIX 5B: SPECIFIC STATEMENT OF HSE REQUIREMENTS TEMPLATE

APPENDIX 6 HSE PRE-QUALIFICATION

APPEN TS SYSTEM FOR EVALUATING

APPENDIX 7A: CONTRACT HSE PLAN GUIDELINE FOR HIGH/MEDIUM RISK

CONTRACTS

F MEETING

A IT GUIDELINES FOR APPENDIX 1 N HSE AUDIT GUIDELINES FOR LOW

-QP-02)

APPENDIX 15: QP HSE CLOSE-OUT & SITE RESTORATION CERTIFICATE (HSEFM-QP-03)

APPENDIX 16: FINAL CONTRACT HSE PERFORMANCE REPORT FORM (HSEFM- QP-05)

FOR LOW RISK CONTRACTS A: TEMPLATE FOR CONTRACTOR

QUESTIONNAIRE DIX 6B: HSE PRE-QUALIFICATION POIN

CONTRACTOR SUBMISSIONS

CONTRACTS (HSECL-QP-01) APPENDIX 7B: CONTRACT HSE PLAN GUIDELINE FOR LOW

(HSECL-QP-02) APPENDIX 8: AN EXAMPLE OF QUANTITATIVE TENDER EVALUATION APPENDIX 9: EXAMPLE OF A HSE MONITORING PROGRAM APPENDIX 10: SUGGESTED AGENDA FOR AN HSE KICK-OFAPPENDIX 11: WORK COMMENCEMENT HSE CERTIFICATE (HSEFM-QP-01)

PPENDIX 12A: CONTRACT EXECUTION HSE AUD HIGH/MEDIUM CONTRACTS (HSECL-QP-03)

2B: CONTRACT EXECUTIO RISK CONTRACTS (HSECL-QP-04) APPENDIX 13: CONTRACTORS MONTHLY HSE PERFORMANCE REPORT

FORM (HSEFMAPPENDIX 14: HSE DEVIATIONS APPROVAL FORM (HSEFM-QP-04)

HSEGL-QP-11-01 GUIDELINES FOR MANAGING Rev. 0

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APPENDIX 1: ROADMAP FOR USE OF THE TEMPLATES, TOOLS AND EXAMPLES IN THIS DOCUMENT

PLANNING AND INVITATION TOTENDER

TENDER PERIOD

EVALUATION ANDCONTRACT AWARD

MOBILISATION

EXECUTION

DE-MOBILISATION

CLOSE-OUT HSE close out Report

Prepare Contract HSE Mgt. Plan

Pre-qualify Potential tenderers

Maintain same levelof vigilance as in execution

Monitor Contract HSE planimplementation & performance

Finalize ContractHSE plan

Hold Kick-offMeeting

CONTRACT AWARD

Evaluate tender

Contractor preparesContract HSE Plan

Conduct HSE Assessment & determine HSE Strategy

Finalize Tender document

Establish contract scope

Feedback for update ofContractor HSE Performance database

Appoint Contract Holder

Specify HSE requirements

APPENDIX 4: SAMPLE HAZARD REGISTER TABLE

APPENDIX 2A : QP & CONTRACTOR HSE MGT. RESPONSIBILITIES IN A CONTRACTAPPENDIX 2B: INDIVIDUAL ROLES & RESPONSIBILITIES IN CTR. HSE MGT.

GENERIC:


APPENDIX 5A: HSE REQUIREMENTS TEMPLATE FOR HIGH RISK CONTRACTSAPPENDIX 5B: HSE REQUIREMENTS TEMPLATE FOR LOW RISK CONTRACTS

APPENDIX 6A : TEMPLATE FOR CTR. HSE PRE-QUAL. QUESTIONNAIRE APPENDIX 6B: PRE-QUAL. POINTS SYSTEM FOR EVALUATING SUBMISSIONS

APPENDIX 7A: CONTRACT HSE PLAN GUIDELINE FOR MAJOR CONTRACTSAPPENDIX 7B: CONTRACT HSE PLAN GUIDELINE FOR SMALL CONTRACTSAPPENDIX 8: AN EXAMPLE OF QUANTITATIVE TENDER EVALUATION

APPENDIX 9: EXAMPLE OF AN HSE MONITORING PROGRAMAPPENDIX 10: SUGGESTED AGENDA FOR AN HSE KICK-OFF MEETINGAPPENDIX 11: WORK COMMENCEMENT HSE CERTIFICATE

APPENDIX 12A: CONTRACT EXECUTION HSE AUDIT GUIDELINES - MAJOR CONT.APPENDIX 12B: CONTRACT EXECUTION HSE AUDIT GUIDELINES - SMALL CONT.APPENDIX 13: CONTRACTORS MONTHLY HSE PERFORMANCE REPORT FORM APPENDIX 14: HSE DEVIATIONS APPROVAL FORM

APPENDIX 15: HSE CLOSE-OUT & SITE RESTORATION CERTIFICATEAPPENDIX 16: FINAL CONTRACT HSE PERF. REPORT FORM

PLANNING AND INVITATION TOTENDER

TENDER PERIOD

EVALUATION ANDCONTRACT AWARD

MOBILISATION

EXECUTION

DE-MOBILISATION

CLOSE-OUT HSE close out Report







CONTRACT AWARD

Evaluate tender








HSE close out Report







CONTRACT AWARD

Evaluate tender








APPENDIX 4: SAMPLE HAZARD REGISTER TABLE

APPENDIX 2A : QP & CONTRACTOR HSE MGT. RESPONSIBILITIES IN A CONTRACTAPPENDIX 2B: INDIVIDUAL ROLES & RESPONSIBILITIES IN CTR. HSE MGT.

GENERIC:


APPENDIX 5A: HSE REQUIREMENTS TEMPLATE FOR HIGH RISK CONTRACTSAPPENDIX 5B: HSE REQUIREMENTS TEMPLATE FOR LOW RISK CONTRACTS

APPENDIX 6A : TEMPLATE FOR CTR. HSE PRE-QUAL. QUESTIONNAIRE APPENDIX 6B: PRE-QUAL. POINTS SYSTEM FOR EVALUATING SUBMISSIONS

APPENDIX 7A: CONTRACT HSE PLAN GUIDELINE FOR MAJOR CONTRACTSAPPENDIX 7B: CONTRACT HSE PLAN GUIDELINE FOR SMALL CONTRACTSAPPENDIX 8: AN EXAMPLE OF QUANTITATIVE TENDER EVALUATION

APPENDIX 9: EXAMPLE OF AN HSE MONITORING PROGRAMAPPENDIX 10: SUGGESTED AGENDA FOR AN HSE KICK-OFF MEETINGAPPENDIX 11: WORK COMMENCEMENT HSE CERTIFICATE

APPENDIX 12A: CONTRACT EXECUTION HSE AUDIT GUIDELINES - MAJOR CONT.APPENDIX 12B: CONTRACT EXECUTION HSE AUDIT GUIDELINES - SMALL CONT.APPENDIX 13: CONTRACTORS MONTHLY HSE PERFORMANCE REPORT FORM APPENDIX 14: HSE DEVIATIONS APPROVAL FORM

APPENDIX 15: HSE CLOSE-OUT & SITE RESTORATION CERTIFICATEAPPENDIX 16: FINAL CONTRACT HSE PERF. REPORT FORM

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APPENDIX 2A: QP AND CONTRACTOR HSE MANAGEMENT

RESPONSIBILITIES IN A CONTRACT For each contract, responsibility for HSE management activities is shared between the Company (QP) and the Contractor. Company (QP) personnel have exclusive responsibility for certain activities while the contractor has exclusive responsibility for others. Some activities are the joint responsibility of both QP and the Contractor (see the illustration below).

Contractor Activity

PLANNING

PRE-QUALIFICATION

SELECTION

MOBILISATION

EXECUTION

DE-MOBILISATION

CLOSE-OUT

Work description & Risk determination

Contracting Strategy

Shortlist/ScreenContractors

Establish bid evaluation criteria

Contractordatabase

Contractor responds toquestionnaire & providesHSE information

Bid evaluation& clarificationContractor Prepares bid

& HSE Plan

Contract award

Equipment InspectionsKick-off MeetingCompletion of HSE & execution plans

Mobilization Pre-execution audit

Execution supervision& reporting

Monitoring audits & inspections

Review of de-mobilization HSE Plans

De-mobilizationAcceptance of work & restored site

Review

Report Final evaluation & close-out

QP Activity

Joint Activity

LEGEND

Contractor Activity

PLANNING

PRE-QUALIFICATION

SELECTION

MOBILISATION

EXECUTION

DE-MOBILISATION

CLOSE-OUT

Work description & Risk determination

Contracting Strategy

Shortlist/ScreenContractors

Establish bid evaluation criteria

Contractordatabase

Contractor responds toquestionnaire & providesHSE information

Bid evaluation& clarificationContractor Prepares bid

& HSE Plan

Contract award

Equipment InspectionsKick-off MeetingCompletion of HSE & execution plans

Mobilization Pre-execution audit

Execution supervision& reporting

Monitoring audits & inspections

Review of de-mobilization HSE Plans

De-mobilizationAcceptance of work & restored site

Review


Review


QP Activity

Joint Activity

LEGEND

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APPENDIX 2B: INDIVIDUAL ROLES AND RESPONSIBILITIES IN

CONTRACTOR HSE MANAGEMENT Job Function Roles and Responsibilities QP Directors Directors operate at the highest level of the Company. In Contract

Management, they are primarily responsible for all strategic corporate matters. Their HSE Management in Contracts responsibilities include:

• Establishment of contracting policies and objectives • Provide management oversight of implementation of HSE

procedures and guidelines in contracts within their authority • Sign Contracts within their authority as per QP policy

Tender Committees These are committees of Senior QP Staff which ensure and control the implementation of the Corporation’s contracting policies, principles and guidelines. There are three tender committees in QP: General Tender Committee (GTC), Limited Tender Committee (LTC) and Small Tender Committee (STC). Their HSE Management in Contracts responsibilities include:

• Reviewing and granting approval for HSE pre-qualification of potential tenderers

• Review/approval of bid evaluation criteria including that of HSE

• Review/Recommend to Directors award of contract to most suitable bid in terms of HSE, technical and commercial considerations

Contract Sponsor The person within the Sponsor Department who has the budget and

management authority to execute the Contract. In most cases, this is the Departmental Manager, an Assistant Manager or Division Head within the Department Responsibilities include: • Appoint the Contract Holder for each contract • Provision of sufficient funds to ensure high quality HSE

management is applied in the execution of all contracts. • Monitoring of Contract Holder’s control of HSE in contracts. He is

to request periodic briefing/reports on HSE management from the Contract Holder

• Integrity management of the contracting process from strategy definition to closeout to verify that controls are in place

Contract Holder A person appointed within the Sponsor department who is responsible for making and managing all aspects of the contract. He / she is sometimes called Job Officer, is usually named in the Contract document as representing QP and communicates with the contractor. Responsibilities include: • Prepare Contract scope and Contract HSE Management Plan • Conduct a structured HSE assessment of the anticipated

contract and select appropriate HSE strategy • Obtain Tender Committee’s approval and pre-qualify potential

tenderers for the bidders list using standard HSE criteria

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• Prepare contract HSE specification for inclusion in the tender

documentation • Prepare an HSE monitoring programme and implement to ensure

the HSE requirements are met • Prepare company audit and review programme and secure

appropriate resources • Evaluate Contract HSE plan with the support of the concerned

Regional/Operational HSE Adviser to assure adequacy • Appoint competent QP Site HSE Representative(s) • Supervise QP Site HSE Representative(s) • Conduct pre-execution HSE audit as required • Jointly (with the Regional/Operational HSE Adviser) authorise the

contractor to commence work if the pre-execution HSE requirements are met

• Monitor performance of the contractor against his HSE plan. • Authorise in consultation with relevant HSE personnel, deviations

from the Contract HSE plan as necessary • Authorise additional HSE requirements as deemed necessary • Recommend or apply sanctions in the event of unauthorised

deviations from the contractor’s HSE plan • With assistance from the Company Site Rep and concerned HSE

Adviser, ensure proper close-out of the contract as per procedure, prepare HSE close–out report and distribute to appropriate company and contractor personnel for feedback.

• Ensure contractor’s compliance with HSE performance reporting requirements including unsafe act/near miss reporting, as well as incident investigation and follow up

• Resolution of interface problems amongst and between contractors and their sub-contractors.

• Ensure proper HSE close-out of contracts QP Site HSE Representative The person appointed in writing to assist the Contract Holder in supervising

the execution of the contract activities on a given site or sites. QA/QC Inspectors and HSE inspectors in some cases are appointed to play this role. He or she must possess the HSE competence requirements necessary to represents the Company’s interests Responsibilities include: • Supervise the contract including contractor’s HSE related

activities and conduct inspections/audits • Verify hazards and effects management controls, as specified in

the Contract HSE plan, are implemented • Attend HSE meetings including the kick-off meeting • Perform assurance checks on contractor’s review and

inspections and follow up • Identify deficiencies in implementation of contractor’s HSE plan

and agree to remedial action with contractor • Instigate sanctions in consultation with the Contract Holder if

remedial actions are not taken by the contractor

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• Assist in the close-out of contracts as per procedure

Regional/Operational HSE Adviser

A Health, Safety and Environment specialist responsible for providing line management with advice, support and guidance on HSE technical and management system issues in line with the QP HSE General Mandate, including advice on techniques, equipment, HSE auditing, training, incident investigation, emergency procedures, etc. Except where specifically stated that an activity be carried out jointly, the primary responsibility and accountability for HSE management in contracts contained in the procedure rests with the Sponsor Department and hence the Contract Holder and his appointed representatives. Responsibilities include: • Provide advice and support to the Contract Holder on wide range

of contract HSE related issues such as assessment of HSE risk, specification of HSE requirements, pre-qualification of potential tenderers, preparation of bid evaluation criteria, etc. as contained in the procedure.

• Contribute to the evaluation of the preliminary Contract HSE Plan • Participate in the technical evaluation of the bid to gauge how

well the Contract HSE Plan matches the plan for executing the works and services in the contract.

• Jointly with the Contract Holder, approve the contractor’s appointed HSE personnel

• Attend kick-off meetings and make input into pre-execution requirements

• Jointly with the Contract Holder, issue the HSE Certificate authorising work or services in the contract to start when pre-execution targets are met.

• Carry out inspections/audits to monitor implementation of the contract HSE plan as deemed necessary

• Jointly with the Contract Holder, issue an HSE close-out certificate following successful completion of de-mobilization activities

• Upload the contractor’s HSE performance in the contract, as contained in the final HSE performance report, into the electronic Contractor HSE performance database.

• Hold regional/operational Contractor HSE Forums to communicate HSE issues and share learning/best practices with and amongst contractors

• Provide additional advisory support, where needed, to small local contractors if a decision has been so taken to help such contractors to develop and improve their HSE management capabilities. This must however be a temporary phase. Such a contractor must develop quickly to a point where such assistance is no longer required.

Contract Engineer The Contract Engineer provides commercial advice and administrative

support to both the Contract Sponsor and the Contract Holder throughout the contracting process, but most especially during tender planning, tendering, Compliance Monitoring, and closeout. The Engineer must be conversant with all QP Contracting policies and procedures including HSE related ones.

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HSE management responsibilities include:

• Liaise with Contract Holders to confirm the necessary HSE procedures have been followed at each step before proceeding with the next step

• Ensure the relevant HSE requirements/clauses are included in all contracts

• Review of technical and HSE pre-qualification criteria and results

• Help in identifying deficiencies in procedures and suggesting improvements

• Provide assistance in use and update of the electronic Contractor’s HSE performance database

• Bring contractors’ non-compliance to HSE requirements to the attention of Management to facilitate decision making that supports the Corporation’s HSE policy

User Department The department that originates or defines a requirement for work or

services, raises it to the Sponsor department for action, and who shall be owners and/or users of the product of the Contract once completed and handed over by the Sponsor Department. In some cases, the user department and the sponsor department are one and the same. HSE management responsibilities include:

• Liaise with Contract Holders to define the workscope • Contribute to the HSE assessment of the contract to ensure

all the major risks both during the execution phase and those that may occur during the operational phase of the facility are identified and properly addressed.

• Maintain vigilance during execution of the contract, where applicable, to ensure that the contracted work does not affect or introduce increased risk to existing facilities or normal operational activities that may be going on concurrently with the contract.

• Participate in tender evaluation • Ensure all relevant HSE information and documentation

critical to the operational phase is made available by Sponsor department on handover of the product of the contract.

Corporate HSE Support Department

Corporate HSE Support Department has the responsibility to: • Develop and ensure implementation of Contractor HSE

Management policies, procedures, guidelines, systems and tools in line with the QP HSE policy

• Provide HSE management in contracts training for all relevant personnel as required (including Contract Sponsors, Contract Holders and QP Site HSE Representatives, and some key Contractor personnel)

• Promote and facilitate usage of good contractor HSE management practices, tools and systems in accordance with policies and guidelines

• Carry out, from time to time, verification inspections and reviews to provide support to improve HSE performance where necessary and ensure that the requirements of the procedure, and those of the Contractor HSE management Guideline in general, are met

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• Review and update the QP Guidelines for HSE in the

contracting process and associated documents (Procedure for managing HSE in contracts and QP Contractor HSE Regulations)

• Liaise with Contracts department to update the standard HSE requirement clauses such as those in the General Conditions of Contract.

Contractor’s Manager or Project Manager

The person named in the contract to represent the Contractor in respect of the contract and to be responsible for the management of the contract. HSE management responsibilities include:

• Ensures availability in the workforce, of competencies required for HSE management and compliance to requirements within the Contractor’s organization including sub-contractors

• Ensures sub-contractors work to the same HSE standards as expected of the main contractor by QP

• Assures and provides adequate resources and time to manage the contract

• Formally notifies the Contract Holder of any Contractor-nominated key personnel such as HSE Officers and site representative (s)

• Ensures that any necessary work required following an audit report is resourced and carried through in a timely manner

• Have an understanding of the contents of QP’s Contractor HSE Management Guidelines or similar in-house rigorous guidelines for monitoring HSE in contracts

Contractor Site Representative The person appointed in writing by the Contractor Manager to assist the Contractor Manager in supervising the execution of the contract activities on a given site. (In some cases, this is the contractor’s Site Engineer.) HSE management responsibilities include:

• To fulfill the pre-execution HSE requirements and supervise the work daily on behalf of the Contractor

• To implement the Contractor’s HSE plan and Quality plan • To seek formal approval from the Contract Holder for any

proposed deviations from or amendments to the Contract HSE or other plans

• To implement any additional HSE requirements as agreed with the Contract Holder

• To attend HSE and other regular meetings with the Contract Holder or his/her representative

• To organize and participate in audits/inspections and to implement the findings thereof

Contractor HSE Adviser (HSE Officer or Safety Officer)

This is the Contractor’s HSE Adviser assigned to administer and advise on HSE related issues in the contract. Ideally his role should be basically advisory rather than that of enforcement of HSE rules. Supervision and accountability for HSE on site should lie with the Foremen, Contractor’s Site Representative and the Contractor Manager. The Contractor HSE Officer must be qualified according to QP requirements and his appointment on the contract approved by QP as per procedure.

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HSE management responsibilities include:

• To advise contractor staff and management on ways to fulfill the HSE requirements in the Contract HSE Plan

• Monitor and report HSE performance including leading (proactive) and lagging indicators

• Communicate to workers information on workplace hazards and their management

• Conduct emergency response drills and take action to improve

• Conduct HSE meetings and promote safe work practices • Ensure close-out of inspection/audit recommendations • Be reasonably familiar with QP HSE Policies, procedures and

guidelines

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APPENDIX 3: CONTRACT HSE MANAGEMENT PLAN TEMPLATE Contract Number

ContractTitle

Prepared by Contract Holder

Approved by Contract Sponsor

Name: Name: Date Date Ref. Ind.: Ref. Ind.:

DATE

ACTIVITY ACTION BY ACTIVITY DESCRIPTION DELIVERABLE PLANNED ACTUAL

REMARKS

PLANNING AND INVITATION TO TENDER

Prepare preliminary HSE

CMP

Contract Holder From the outline scope of work or services, assess the HSE activities that may be required and prepare the preliminary Contract HSE Management Plan (CMP) by filling this template

Preliminary Contract HSE Mgt. Plan

Prepare detailed Scope of Work or Services

Contract Holder Define work and services to the level of detail required for contract to facilitate hazard identification. Utilise experience gained from previous projects Attach statement of HSE requirements (Appendix 5A or 5B)

Contract work scope

Conduct and record HSE Assessment

Contract Holder (+HSE Adviser)

Conduct a formal HSE Assessment using HEMP. This should identify major hazards, assess the risks and methods for their control. It provides the necessary input to finalise this CMP and prepare the HSE specification. Also decide the risk category for the contract (High, Medium, or Low).

HSE Assessment record

Determine Contract HSE Strategy


Based on HSE assessment results and available contracting options, select a Contract HSE Strategy that appropriately defines QP and contractor obligations and minimises the HSE exposure during execution. Pay particular attention to interfaces and define the boundaries of the contract.

Contract HSE Strategy

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Use the results of the HSE Assessment to develop the HSE specification for inclusion in the tender (modify and use the template in either Appendix 5A or 5B).

HSE Specification

Finalise HSE CMP and obtain approval

Contract Holder If required, revise CMP using the results of the HSE assessment. Obtain approval from Sponsor. Tender Committee to approve proposal for HSE pre-qualification.

- Approved HSE Contract Management Plan - Approval to pre-qualify

Conduct HSE Pre-qualification


If approved, define and use criteria (modify the template in Appendix 6A and 6B) to carry out the HSE pre-qualification. Use past performance from database, questionnaire, and/or site visits, etc. Obtain sponsor & Tender committee approval of results as necessary.

List of Pre-qualified potential tenderers

Send out Invitation to Tender

Contracts Department

Send out invitation to tender to include the HSE requirements Invitation to tender package

TENDER PERIOD

Prepare HSE Bid evaluation criteria


Prepare bid evaluation criteria that are based on results of the HSE Assessment, preferably using quantitative indicators. Two components of the criteria that may be used are; a) content of contractor’s preliminary Contract HSE Plan; b) Weight of HSE in relation to Technical & Commercial parameters (e.g. HSE = 30% for High Risk, HSE = 20% for Medium risk, HSE= 10% for Low risk) See also the example in Appendix 8

Bid evaluation criteria

Prepare Preliminary Contract HSE Plan

Contractor As part of bidding process, perform HSE risk assessment and prepare Preliminary Contract HSE Plan to demonstrate understanding of the specification and how compliance will be achieved.

Preliminary Contract HSE Plan

Clarification meeting & Site visit

Contract Holder If required, arrange a Tender Clarification Meeting and site visit to answer tenderers’ questions and allow full familiarisation with the work scope.

Minutes of Meeting, Tender Bulletins, etc.

TENDER EVALUATION AND CONTRACT AWARD

Review Preliminary Contract HSE Plan


Evaluate Preliminary Contract HSE Plans against the HSE Specification (Use Appendix 7A and 7B as a guide). Clarify with Contractors to make bid compliant. Establish where improvements will be required if Contract is awarded. Assess

Note to file

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which Contractors would require additional company supervision.

Recommend Award

Holder Participate in Technical evaluation, present the results of the Contract HSE Plan evaluations and recommend award to Contract Sponsor and Tender Committee based on most suitable HSE, technical and commercial bid. Highlight Contractors that fail to meet the HSE Specification requirements.

Presentation, Contract award

MOBILIZATION PHASE

Appoint QP Site HSE Representative

Contract Holder Notify Contractors of QP Site HSE Representatives in writing. Copy to Contract Sponsor.

Notification

HSE Kick-Off meeting


Hold Kick-off Meeting after contract award. All key parties to attend including Contract Holder, Concerned HSE Adviser, Company Site Rep. and Contractor Manager. Pre-execution and execution requirements to be included in discussions (see Appendix 10 for suggested agenda).

Minutes of Meeting

Propose Contractor Key personnel

Contractor’s Manager

Propose the appointment of Contractor’s Key personnel listed in the Contract such as Contractor’s HSE Adviser or Officer(s) and Contractors Site Representative(s)

Letter

Approve Contractor Key personnel

Jointly by Contract Holder & HSE Adviser

Assess the CVs and interview the proposed Contractor’s key personnel particularly the Contractor’s HSE Adviser or Officer(s). HSE Competence Test may also be used if available. Confirm to Contractor Manager acceptance of the key personnel found suitable. Any new replacement to undergo same process.

Letter

Finalise Contract HSE Plan


Review risk assessment, incorporate QP comments, and update Contract HSE Plan.

Contract HSE Plan

Approve Contract HSE Plan


Review and endorse the Contract HSE Plan as satisfying the requirements of HSE specification.

Approved Contract HSE Plan

Prepare HSE Monitoring Program


Prepare a program to detail how the performance of the contractor will be monitored against the Contract HSE plan. Program to schedule inspections/audits, HSE meetings, Performance review meetings, Emergency Drills (see appendix 9).

HSE Monitoring programme

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Mobilisation Contractor’sManager

Carry out HSE training and induction, Fulfil all pre-execution requirements. Confirm readiness to commence work in writing.

Notification of Readiness to commence work

Pre-execution HSE audit


Conduct an audit to determine whether the contractor has met all the necessary pre-execution requirements stated in the HSE specification, the Contract HSE plan, and discussed in the kick-off meeting and if mobilization is complete

Pre-execution audit report

Issue HSE Certificate for work to start


If pre-execution audit is satisfactory showing that all pre-execution HSE requirements have been met, issue HSE certificate and authorise work to start. (see appendix 11)

HSE Certificate

EXECUTION PHASE

Implement Contract HSE Plan


Implement Contract HSE Plan and supervise. Carry out HSE training, meetings, inspections and audits as required. Report HSE performance periodically.

Safe work practices, Good HSE Performance

Monitor implementation of HSE requirements

Contract Holder, Sponsor and Company Site Rep. (+HSE Adviser)

Verification & assurance that Contractor’s HSE systems are performing in line with Contract HSE Plan. Supervise and monitor Contractor’s performance against the Contract HSE Plan and compliance against requirements using the HSE Monitoring Program. Contract Holder to participate in Audits, Incident Investigations, Meetings and Reviews. Use can be made of the HSE audit guidelines in Appendix 12A and 12B. Contract Sponsor to call for briefing periodically and also do management walkabouts. Contractor to submit periodic HSE performance reports at least monthly based on the indicators in Appendix 13

Reports

Implementation of additional requirements

Contract Holder Implementation of retrospective requirements imposed by the Company arising from emerging issues and Management directives. Communicate to Contractor, and where applicable, obtain approval and raise Variation to Contract.

Note to File and/or Contract variation

Deviations and amendments to Contract HSE Plan

Contractor Manager

Any unforeseen work activities shall be assessed and the Contract HSE Plan updated accordingly. Authorisation for all deviations and amendments to Contract HSE Plan with a justification shall be sought from the Contract Holder.

Proposed deviations with justification

Endorse and approve deviations and

Contract Holder (+HSE Adviser) Contract sponsor

Contract Holder and HSE Adviser to review and endorse satisfactory proposals for deviations to Contract HSE plan arising from any unforeseen work activities. Contract Sponsor to

Updated Contract HSE Plan

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amendments to Contract HSE Plan

authorise deviations and amendments to the contract HSE plan. Use HSE Deviations approval form (Appendix 14)

DE-MOBILIZATION AND CLOSE-OUT

Demobilization & Site restoration

Contract holder (+HSE Adviser), Company Rep.

Ensure contractor de-mobilises from site of work, complying with site restoration, waste management and disposal requirements. Maintain vigilance, monitoring performance against contract HSE plan.

Restored site

Contractor’s End of Contract HSE Performance Report


Contractor to submit a HSE performance report covering the whole project and highlighting successes, lessons learned and areas for improvement.

Contractor’s Report

Issue HSE Close-out Certificate


Issue close-out certificate to Contractor following satisfactory completion of demobilization activities (see appendix 15 for example of Site Restoration Certificate )

HSE-Closeout certificate

Final HSE performance Report

Contract holder (+HSE Adviser) Company Rep.

Prepare final Contract HSE performance report covering performance of QP and the contractor (see appendix 16). Copies to be sent to the concerned HSE Adviser and Corporate HSE Support Department.

Final HSE performance Report

Update Contractor Database

HSE Adviser Concerned HSE Adviser to upload the contractor’s HSE performance in the contract as contained in the final HSE performance report, into the electronic Contractor HSE performance database

Updated database

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APPENDIX 4: SAMPLE OF A HAZARD REGISTER TABLE This can be modified and used to record hazards identified as part of the HSE assessment of a contract. The examples are for illustrative purposes only.

S/N ACTIVITY HAZARD THREAT TOPEVENT

CONSEQUENCE (HSE effect / impact)

INHERENT RISK (P, A, E, R)

BARRIER/CONTROL RECOVERY RESIDUALRISK

REMARK

1 Crudetransportation in flow-line

Hydrocarbon under pressure

Corrosion Loss ofcontainment

- Injury to personnel - Fire/explosion - Land/water pollution

P = 3C A = 4D E = 2D R = 1D

- Use of corrosion inhibitors - Pipeline coating - Cathodic protection

- Inspection patrols - Valve isolation - Containment & Clean-up

P = 2B A = 2B E = 2B R = 0C

Monitor frequency of inspections

2 PersonnelTransportation

Vehicle in motion

Driver incompetence

Collision - Injury / death to personnel - Damage to vehicle

P = 4D A = 1D E = 0D R = 0D

- Drivers to possess valid driving license - Drivers to undergo defensive driving course - Use of seatbelts

- First-aid training for personnel - communication equipment in vehicle

P = 2D A = 0D E = 0D R = 0D

Faulty vehicle(e.g. burst tyre)

Collision - Injury / death to personnel - Damage to vehicle

P = 4D A = 1D E = 0D R = 0D

- Vehicle specification - Regular vehicle maintenance - Daily vehicle checks - Drivers to undergo defensive driving course - Use of seatbelts

- First-aid training for personnel - communication equipment in vehicle

P = 2D A = 0D E = 0D R = 0D

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APPENDIX 5A: SPECIFIC STATEMENT OF HSE REQUIREMENTS TEMPLATE FOR HIGH RISK CONTRACTS (For modification and inclusion in work scope and high risk contracts by the Contract Holder & Contract Engineer) 1.0 GENERAL The Contractor shall be responsible and accountable for managing all HSE aspects of its work or services under this contract. All Work or Services shall conform to this Specific Statement of HSE requirements in addition to the HSE Requirements contained in the QP HSE Regulations for contractors. In case of conflict between the two, unless otherwise expressly stated herein, the Specific Statement of HSE requirements shall prevail. 2.0 HSE MANAGEMENT SYSTEM The Contractor shall have in place its own HSE Management System (HSE-MS) that meets or exceeds the requirements of the QP HSE management system. An HSE Management System (HSE-MS) is the total of the policies, programs, systems, procedures, standards, controls, etc. used to manage HSE activities. In addition, the Contractor shall develop its own work procedures specific to the nature of the operations, work or services in the contract, addressing the management of HSE hazards. The Contractor’s HSE Management system shall include, at a minimum, the following elements:

• Leadership and management commitment, • Policy and strategic objectives • Organization, responsibilities, resources, standards and documentation • Hazards and effects management • Planning and Procedures • Implementation and monitoring • Audit and Management review

The HSE-MS shall ensure that the Contractor: • Has an effective HSE Policy and supporting programs, procedures and standards in

place that are aligned to and compatible with QP’s; • Manages its activities in line with QP’s HSE Policy; • Complies with the relevant State of Qatar Laws and regulations; • Sets HSE objectives and targets; • Measures, records, appraises and publicly reports its HSE performance; • Identifies the hazards associated with its work activities; and • Implements appropriate procedures and controls to minimise any potential adverse HSE

effects. 3.0 HAZARD IDENTIFICATION AND RISK ASSESSMENT Qatar Petroleum has, based on the scope of the work/services, identified the following potential generic groups of hazards associated with the work to be performed under this contract (Contract Holder to list the hazards identified during the HSE Assessment of the contract): HAZARDS LISTING Working at height Road traffic hazards

Dropped objects Handling waste

Fire hazard Electrical hazards

Exposure to chemicals & Dust

Biological hazards, etc.

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Ergonomic hazards

Smoking, Alcohol and Drugs

Extreme Temperatures

Security

Manual handling

The Contractor shall note that the above list of hazards is not exhaustive and Contractor shall perform its own hazard identification and risk assessment during tender preparation. For Call-Off contracts the Contractor’s Hazard Register shall include every possible hazard in the scope of work in ANY QP Location where the contractor is expected to perform the work or services. 4.0 CONTRACT HSE PLAN Contractor shall develop a Preliminary Contract HSE Plan as part of its tender submittal to demonstrate that all hazards associated with the work or services have been identified and that adequate control and recovery measures have been determined. The Preliminary Contract HSE Plan shall cover the contract phases from mobilization through de-mobilization and site restoration, and clearly indicate the specific procedures and standards to be followed during each phase of the contract. In its Preliminary Contract HSE Plan the Contractor shall:

• Describe its HSE Management System; • Demonstrate its full understanding of the requirements in this HSE Specification; • Demonstrate that it has independently identified and assessed the hazards / risks anticipated

during the execution of the contract; • Set HSE objectives and targets for the contract with the overall aim to ensure no harm to

people, assets, and the environment; • Describe how it will manage the specific hazards / activities anticipated during the execution

of the contract; • Describe how compliance with QP’s requirements will be measured and achieved;

If awarded the contract, the Contractor shall, after a complete detailed analysis of all hazards develop a detailed Contract HSE Plan by updating its Preliminary Contract HSE Plan during the mobilisation phase, and correcting any errors or deficiencies that have been identified. In its Contract HSE Plan the Contractor shall:

• Update the information in its Preliminary Contract HSE Plan as required; • Incorporate the information from its detailed hazard assessment; • Identify all HSE-related activities to be performed during the contract, including the

identification of action parties and specification of completion dates; • Provide the number of HSE Advisers to be employed on the contract, including a description

of their roles, responsibilities and deployment; and • Provide a description of Contractor’s HSE audit, inspection and monitoring programs for the

contract. • Include Method Statements detailing how various activities and tasks involved in the contract

will be carried out safely and in an environmentally sound manner 4.0 HSE ORGANISATION AND RESPONSIBILITIES The Contractor shall define the responsibility for developing, implementing and maintaining its HSE Management System. Contractor shall as part of its Contract HSE Plan, provide QP with its HSE organisation charts showing reporting relationships and shall allocate adequate resources, as determined by QP, at all levels to effectively manage HSE.

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Contractor shall ensure that all employees (including sub-contractors) are competent to perform their work tasks and that the relevant HSE training is provided. 4.1 REQUIREMENT FOR CONTRACTORS’ KEY PERSONNEL Contractors shall provide HSE Adviser(s) for the contract in accordance with the QP Contractor HSE Regulations and this Specific HSE Statement of requirements. Unless otherwise specified, a minimum of one HSE Adviser shall be provided per work site. The HSE Adviser(s) shall be present at the work location for a sufficient length of time each day to fulfill the duties defined in the Contract HSE Plan. The total number of HSE Adviser(s) employed by the Contractor and deployment of them for any individual contract shall be defined in the Contract HSE Plan. Minimum Competence for HSE Advisers: HSE Advisers shall possess at least the minimum HSE competency requirements defined in the QP Contractor HSE Regulations. In addition, they must be knowledgeable in relevant HSE techniques and have a working knowledge of the legal and contractual health, safety and environmental requirements that must be met. They must have the ability to communicate effectively at all levels of the Contractor's organization. Contractors shall demonstrate in their tender submission that they are able to provide HSE Advisers that satisfy these minimum competence requirements. All Contractor HSE Advisers must undergo an interview and/or successfully pass a competence assessment test administered by QP. Contractor HSE Adviser(s), Contractors Manager and Contractor Site Representative(s) shall be classified as Key Personnel under the contract. As such, the Contractor shall propose individuals to fill these positions, subject to the approval of the QP concerned personnel. The role of HSE Advisers shall be facilitating / advisory in nature. HSE Advisers shall not be responsible for line management and supervision. (Contract Holder should define specific roles and responsibilities in the contract here)

4.2 SUB-CONTRACTORS

The Contractor shall ensure that all sub-contractors working on its behalf comply with the requirements of this Specific Statement of HSE Requirements. The Contractor shall:

• Identify to the Contract Holder all sub-contractors, vendors and suppliers to be employed in the execution of the contract; and

• Demonstrate HSE management and control in each sub-contractor organisation meets QP expectations

• Specify how sub-contractors will be integrated into the Contractor's HSE MS, paying particular attention to the responsibilities for, and ownership of, the management of transport activities and how one sub-contractor services multiple contractors if any.

5.0 HSE TRAINING The Contractor shall provide a mandatory HSE Induction training programme for its entire workforce at work site. Additionally, Contractor shall provide at its own cost HSE training for Contractor Personnel in accordance with the Minimum HSE Training Requirements stated in the QP Contractor HSE Regulations. Contractor Personnel who can provide credible evidence of having already completed QP-approved HSE training courses prior to commencing work on this Contract shall not be

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required to repeat such training, except for the purposes of refresher training. QP shall make available, at the request of the Contractor, a list of currently approved third party training courses. For the avoidance of doubt, the following QP organised or approved HSE Training / Courses are required for this contract: (Contract Holder to indicate applicable HSE training/Course) HSE COURSE/TRAINING TARGET

POPULATION ATTEND BEFORE WORK START? (Yes or No)

H2S & Breathing Apparatus Permit-to-Work Computer based Training

Permit-to-work workshop Gas Testing Confined Space entry Job Hazard Analysis Summary incident investigation Tripod Beta & Detailed Incident investigation

Manual Handling Basic Fire Fighting Electrical Safety Chemical Handling Safe Plant Maintenance Helicopter Underwater Escape Training (HUET)

First Aid Course Hazard Management Training IOSH Managing Safety IOSH Construction Safety NEBOSH General Safety Training Defensive Driving Environmental Management course

The cost of attending the HSE training courses, including refresher courses, transportation to and from courses, attendance time of personnel, accommodation and messing during courses, and all course fees, for Contractor Personnel including consultants and vendors, shall be borne by the Contractor. The Contractor shall maintain an up-to-date list of all personnel employed under the Contract, the training courses they have attended and the dates of attendance.

6.0 APPLICABLE HSE STANDARDS, PROCEDURES, LAWS AND REGULATIONS Contractor is hereby notified that for the purposes of this contract all relevant QP’s and State of Qatar’s HSE standards, procedures, laws and regulations shall apply and must therefore be complied with. In this regard, Contractor shall pay particular attention to the following in addition to all the other relevant ones:

a) QP HSE Regulations for Contractors b) QP Specifications for Waste Management (SPC-ENV-001) c) QP Specifications for Environmental Site Selection Abandonment and Restoration of Facilities

(SPC-ENV-006) d) QP Corporate Incident Management Procedure (QPR-STM-001) e) State of Qatar Labour Law No. 14 of 2004 f) Executive By-Law for the Environment Protection Law Issued by the Decree Law No. 30 g) QP Permit to Work Procedure (Location-specific)

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h) Personal Protective Equipment (IP-SF-001) i) _ _ _ _ _ _ _ _ _ _ j) _ _ _ _ _ _ _ _ _ _ k) _ _ _ _ _ _ _ _ _ _

(Contract Holder to identify, delete and add as many of the relevant HSE Standards, Procedures, Laws and Regulations as deserve specially drawing contractor’s attention to based on the nature of the work or services in the contract). 7.0 PRE-EXECUTION REQUIREMENTS The following HSE pre-execution requirements shall be met before commencement of the execution of the works or services: 7.1 HSE IN THE KICK-OFF MEETING A Kick-Off meeting shall be held not later than --------- weeks from the effective date of the contract. HSE requirements shall be a major part of the discussions in the kick-off meeting. At a minimum the Contractor’s Manager and Contractor’s HSE Officer shall attend the meeting. 7.2 CONTRACT HSE PLAN APPROVAL The Contractor shall note that NO activity on the QP concession area or at Site may be commenced until QP has approved the appropriate sections of the Contract HSE Plan. (Contract Holder to identify relevant sections of Contract HSE Plan that require approval for commencement of mobilisation Contract Holder to insert additional contract specific HSE requirements that must be completed prior to commencement of work For Call-Off Contracts, Contract Holder should include any freshly identified hazards which were not in the original Contract HSE Plan. This will make up the revised contract HSE Plan which must be implemented by the contractor as part of executing the call-up work or services) 7.3 PRE-EXECUTION AUDIT Following mobilisation, the Contractor shall indicate in writing readiness to commence the Work or Services (excluding mobilisation and design). QP shall conduct a Pre-execution HSE Audit. If the pre-execution requirements are found to have been satisfactorily met QP shall issue to the Contractor a Work Commencement HSE Certificate (HSEFM-QP-01) confirming compliance and authorising work or the services in the contract to start. The Contractor shall not commence the Work (excluding mobilisation and design) until QP has issued the HSE Certificate. If the Pre-execution HSE Audit is unsatisfactory, the Contractor shall not commence the work or services. (Note: If only minor deficiencies that do not pose significant risk are found from the pre-execution audit, the contractor can be allowed to commence work while rectifying them. However, if the deficiencies are serious, the Contract Holder and the concerned Regional/Operational HSE Adviser shall withhold permission to start work until these are addressed).

8.0 HEALTH AND HYGIENE Contractor shall ensure that all Contractor personnel are healthy, fit and suitable in every respect. Contractor shall supply QP as and when QP requires any time within the contract duration with relevant up-to-date details of medical and/or health records for Contractor personnel. Contractor shall formally advise QP of any known medical disability or condition of any Contractor personnel which may adversely influence such Contractor personnel’s ability to perform properly his assignments or which may affect his own safety or the safety or health of others. Contractor shall ensure that all Contractor personnel undergo any medical examinations required by the State of

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Qatar or QP. Medical examinations, maintenance and provision of medical certificates and records shall be at Contractor’s cost. Contractor shall furnish QP any time after the effective date and as and when requested by QP, with a statement containing details of each Contractor personnel’s age, date of last medical examination for which a medical certificate is held and the planned date of the next medical examination for all Contractor personnel. Contractor shall provide and maintain high standards of hygiene in living and working areas (base camp, fly camps, workshops, storage, etc.). Regular inspection tour for hygiene of food handling personnel and hygiene in all facilities (camps, kitchen, food storage & conservation,, mess, toilets, showers, laundry, etc.) shall be conducted.

9.0 TRANSPORTATION SAFETY The following requirements, as a minimum, shall apply to any vehicle or marine craft used by the Contractor for the transportation of personnel on QP business: a) All vehicles or marine crafts and drivers operating on QP business must meet or exceed all State laws or regulations pertaining to transportation and operation of vehicles or marine crafts. All drivers must possess a valid and appropriate driver’s license. b) Transportation of personnel shall only be allowed in road vehicles designed, constructed and operated for the express purpose of passenger transport. The transportation of personnel in trucks or other non-passenger vehicles modified to carry passengers is strictly prohibited. c) QP reserves the right to inspect and approve or reject any vehicle or marine craft wishing to enter, or operate in, any area under QP jurisdiction. Vehicles or marine craft which are rejected for failure to meet minimum requirements will be denied entry. QP shall not be liable in any way whatsoever, for the consequences of vehicles or marine craft failing such an inspection.

10.0 HSE PERFORMANCE MONITORING AND REPORTING Contractors shall work in accordance with and regularly monitor its HSE performance against the Contract HSE Plan. When performance deviates from the Contract HSE Plan, Contractor shall notify QP immediately and take steps to rectify the situation as recommended by QP. Contractors shall conduct regular HSE inspections of its work sites, industrial areas, camps and messing facilities. Planned audits shall also be performed to review HSE management and procedural aspects of its operations. QP reserves the right at any time to independently audit / review / inspect Contractor’s facilities, equipment, procedures and HSE management systems against the requirements of the contract. The Contractor shall fully co-operate with QP in such audits and reviews, and shall implement recommendations in a timely manner at its own cost. The Contractor shall regularly monitor its HSE performance and shall complete and submit the Contractors’ Monthly HSE performance report form (HSEFM-QP-02) to the Contract Holder before the 7th day of each new calendar month. 11.0 HSE MEETINGS AND TOOLBOX TALKS The Contractor shall hold regular HSE meetings at various levels of its organisation. At the site level, HSE meetings shall be held every two weeks or at least monthly. The purpose shall be to communicate on important HSE issues, review HSE performance, and identify areas for improvement. Toolbox talks shall be held by each work team at individual work sites before commencement of each day’s activities and again just prior to non-routine activities. They shall concentrate on the risks of the

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work being undertaken and the precautions necessary to ensure a safe, healthy and environmentally acceptable working day. HSE meetings and toolbox talks shall be recorded and listed in the progress report for the period in which they are held. 12.0 HSE INCIDENTS REPORTING AND INVESTIGATION The Contractor shall immediately report to QP and investigate all work-related HSE incidents in accordance with QP’s policies and procedures particularly the QP Corporate incident Management procedure. All unsafe acts/conditions and near misses shall also be reported and near-misses shall be investigated and reported for the purpose of disseminating lessons learnt from them. All incident reports and investigations shall be routed through the Contract Holder. The Contractor’s Manager and HSE Adviser, if any, may be requested to attend a review by a QP Incident Review Committee. If so requested, the Contractor’s Manager shall be required to present the results of the Contractor’s investigation. The Contractor shall develop an effective follow-up procedure to implement the recommendations of its incident investigations, and where applicable those of the QP Incident Review Committee 13.0 EMERGENCY RESPONSE The Contractor shall develop and implement emergency response procedures for the contract that must tie-in seamlessly with QP emergency procedures for the location where the works or services are being executed. . However, QP shall not be held responsible for any incident and/or whatsoever inconvenience arising during victim transit within QP facilities and/or transportation to final destination. Contractor’s emergency procedures must cover all foreseeable Health, Safety and Environment scenarios and must be tested periodically by way of drills and exercises.

14.0 AUDIT AND MANAGEMENT REVIEW Contractors shall develop and implement an HSE audit program and audit follow-up process. Contractor's senior management shall periodically review performance against their company’s HSE objectives and targets. In addition, Contractors shall regularly review their HSE Management System, HSE policies and HSE strategic objectives to ensure their continuing adequacy and effectiveness. Contractor line management shall review and update HSE management controls, as appropriate. 15.0 DE-MOBILIZATION, SITE RESTORATION AND CLOSE-OUT 15.1 SITE RESTORATION Upon completion of the Work or Services, the Contractor shall de-mobilize his equipment, facilities and personnel. Contractor shall restore, to the satisfaction of QP, the Site including any QP concession area and any premises thereon used by the Contractor to perform the work or Services. 15.2 CONTRACTOR’S OVERALL HSE PERFORMANCE REPORT Upon completion of the restoration of the site, the Contractor shall submit his overall HSE performance for the contract covering the whole contract and highlighting successes, lessons learned and areas for improvement.

15.3 SITE RESTORATION CERTIFICATE Following satisfactory de-mobilization, site restoration and submission of the Contractor’s overall HSE performance report, QP shall issue the Contractor a HSE Close-out Certificate. (For Contracts that do not include requirements for site restoration, the Contract Holder should amend this section as appropriate. An HSE Close-out certificate may however, still be issued). 16.0 NON-COMPLIANCE WITH HSE REQUIREMENTS Compliance with all the HSE requirements shall be a fundamental condition of the Contract. QP shall have the right to terminate the Contract for any breach of the requirements. Compliance with the HSE

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requirements is mandatory for all Work or Services performed under the Contract unless otherwise expressly amended at the discretion of QP. If the Contractor fails to comply with the latest approved Contract HSE Plan then QP shall be entitled, without prejudice to any other remedy afforded by the Contract or by law, to apply a sanction.

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APPENDIX 5B: SPECIFIC STATEMENT OF HSE REQUIREMENTS TEMPLATE FOR LOW RISK CONTRACTS (For modification and inclusion in work scope and Low risk contracts by Contract Holder & Contract Engineer) 1.0 GENERAL The Contractor shall be responsible and accountable for managing all HSE aspects of its work or services under this contract. All Work or Services shall conform to this Specific Statement of HSE requirements in addition to the HSE Requirements contained in the QP HSE Regulations for contractors. In case of conflict between the two, unless otherwise expressly stated herein, the Specific Statement of HSE requirements shall prevail. 2.0 HAZARD IDENTIFICATION AND RISK ASSESSMENT Contractor shall identify all hazards associated with the work or services and put in place controls for managing the risk. Qatar Petroleum has, based on the scope of the work/services, identified the following potential generic groups of hazards associated with the work to be performed under this contract: (For office-based contract work or services, the following hazards may be present. Contract Holder to list some of the hazards below that are applicable and any additional ones identified during the HSE Assessment of the contract): HAZARDS LISTING Smoking, Alcohol and Drugs Road traffic hazards

Security Handling waste

Fire hazard Electrical hazards

Exposure to chemicals & Dust

Biological hazards, etc

Ergonomic hazards

Working at height

Extreme Temperatures

Dropped objects

Manual handling

The Contractor shall note that the above list of hazards is not exhaustive and Contractor shall perform its own hazard identification and risk assessment during tender preparation. For Call-Off contracts the Contractor’s Hazard Register shall include every possible hazard in the scope of work in ANY QP Location where the contractor is expected to perform the work or services. 3.0 CONTRACT HSE PLAN Contractor shall develop and submit a Contract HSE Plan as part of its tender submittal to demonstrate that all hazards associated with the work or services have been identified and that adequate control and recovery measures have been determined. The Contract HSE Plan shall cover the contract phases from mobilization through de-mobilization and site restoration, and clearly indicate the specific procedures and standards to be followed during each phase of the contract. In its Contract HSE Plan the Contractor shall provide a written description of the policies, programs, standards, and procedures that make up its HSE Management System (HSE MS). Contractor shall also:

• Set HSE objectives and targets for the contract with the overall aim to ensure no harm to people, assets, and the environment,

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• Describe how it will manage the specific hazards / activities anticipated during the execution of the contract;

• Describe how compliance with QP’s requirements will be measured and achieved 4.0 REQUIREMENT FOR CONTRACTORS’ KEY PERSONNEL Contractor shall have at least one HSE Adviser and Work Supervisors/Foremen with sufficient competence to manage the work or services and execute the Contract HSE Plan to meet QP requirements. The Contractor HSE Adviser and Supervisors/Foremen shall be classified as Key Personnel under the contract. As such, the Contractor shall propose individuals to fill these positions, subject to the approval of the QP concerned personnel. The Contractor HSE Advisers must undergo an interview and/or successfully pass a competence assessment test administered by QP. 5.0 HSE TRAINING The Contractor shall provide a mandatory HSE Induction training programme for its entire workforce at work site. Additionally, Contractor shall provide at its own cost HSE training for Contractor Personnel in accordance with the Minimum HSE Training Requirements stated in the QP Contractor HSE Regulations. Contractor personnel who can provide credible evidence of having already completed QP-approved HSE training courses prior to commencing work on this contract shall not be required to repeat such training, except for the purposes of refresher training. QP shall make available, at the request of the Contractor, a list of currently approved third party training courses. The Contractor shall maintain an up-to-date list of all personnel employed under the Contract, the training courses they have attended and the dates of attendance. 6.0 APPLICABLE HSE STANDARDS, PROCEDURES, LAWS AND REGULATIONS Contractor is hereby notified that for the purposes of this contract all relevant QP’s and State of Qatar’s HSE standards, procedures, laws and regulations shall apply and must therefore be complied with. In this regard, Contractor shall pay particular attention to the following in addition to all the other relevant ones:

a) QP HSE Regulations for Contractors b) QP Specifications for Waste Management (SPC-ENV-001) c) QP Specifications for Environmental Site Selection Abandonment and Restoration of

Facilities (SPC-ENV-006) d) QP Corporate Incident Management Procedure (QPR-STM-001) e) State of Qatar Labour Law No. 14 of 2004 f) Executive By-Law for the Environment Protection Law Issued by the Decree Law No.

30 g) QP Permit to Work Procedure (Location-specific) k) Personal Protective Equipment (IP-SF-001) n) _ _ _ _ _ _ _ _ _ _ o) _ _ _ _ _ _ _ _ _ _ p) _ _ _ _ _ _ _ _ _ _

(Contract Holder to identify, delete and add as many of the relevant HSE Standards, Procedures, Laws and Regulations as deserve specially drawing contractor’s attention to based on the nature of the work or services in the contract). 7.0 PRE-EXECUTION REQUIREMENTS The following HSE pre-execution requirements shall be met before commencement of the execution of the work or services:

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7.1 HSE IN THE KICK-OFF MEETING A Kick-Off meeting shall be held not later than --------- weeks from the effective date of the contract. HSE requirements shall be a major part of the discussions in the kick-off meeting. At a minimum the Contractor’s Manager and Contractor’s HSE Officer shall attend the meeting. 7.2 CONTRACT HSE PLAN APPROVAL

The Contractor shall note that no activity at the site of the work or services may be commenced until QP has approved the Contract HSE Plan. (Contract Holder to insert additional contract specific HSE requirements that must be completed prior to mobilisation and commencement of work) (For Call-Off Contracts, Contract Holder should include any freshly identified hazards which were not in the original Contract HSE Plan. This will make up the revised contract HSE Plan which must be implemented by the contractor as part of executing the call-up work or services).

8.0 HEALTH AND HYGIENE Contractor shall ensure that all Contractor personnel are healthy, fit and suitable in every respect. Contractor shall supply QP as and when QP requires any time within the contract duration with relevant up-to-date details of medical and/or health records for Contractor personnel. Contractor shall formally advise QP of any known medical disability or condition of any Contractor personnel which may adversely influence such Contractor personnel’s ability to perform properly his assignments or which may affect his own safety or the safety or health of others. Contractor shall ensure that all Contractor personnel undergo any medical examinations required by the State of Qatar or QP. Medical examinations, maintenance and provision of medical certificates and records shall be at Contractor’s cost. Contractor shall furnish QP any time after the effective date and as and when requested by QP, with a statement containing details of each Contractor personnel’s age, date of last medical examination for which a medical certificate is held and the planned date of the next medical examination for all Contractor personnel. Contractor shall provide and maintain high standards of hygiene in living and working areas (base camp, fly camps, workshops, storage, etc.). Regular inspection tour for hygiene of food handling personnel and hygiene in all facilities (camps, kitchen, food storage & conservation,, mess, toilets, showers, laundry, etc.) shall be conducted.

9.0 TRANSPORTATION SAFETY The following requirements, as a minimum, shall apply to any vehicle or marine craft used by the Contractor for the transportation of personnel on QP business: a) All vehicles or marine crafts and drivers operating on QP business must meet or exceed all State laws or regulations pertaining to transportation and operation of vehicles or marine crafts. All drivers must possess a valid and appropriate driver’s license. b) Transportation of personnel shall only be allowed in road vehicles designed, constructed and operated for the express purpose of passenger transport. The transportation of personnel in trucks or other non-passenger vehicles modified to carry passengers is strictly prohibited. c) QP reserves the right to inspect and approve or reject any vehicle or marine craft wishing to enter, or operate in, any area under QP jurisdiction. Vehicles or marine craft which are rejected for failure to meet minimum requirements will be denied entry. QP shall not be liable in any way whatsoever, for the consequences of vehicles or marine craft failing such an inspection.

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10.0 HSE PERFORMANCE MONITORING AND REPORTING Contractors shall work in accordance with and regularly monitor its HSE performance against the Contract HSE Plan. When performance deviates from the Contract HSE Plan, Contractor shall notify QP immediately and take steps to rectify the situation as recommended by QP. Contractors shall conduct regular HSE inspections of its work sites. Planned audits shall also be performed to review HSE management and procedural aspects of its operations. QP reserves the right at any time to independently audit / review / inspect Contractor’s facilities, equipment, procedures and HSE management systems against the requirements of the contract. The Contractor shall fully co-operate with QP in such audits and reviews, and shall implement recommendations in a timely manner at its own cost. The Contractor shall regularly monitor its HSE performance and shall complete and submit the Contractors’ Monthly HSE performance report form (HSEFM-QP-02) to the Contract Holder before the 7th day of each new calendar month. 11.0 HSE MEETINGS The Contractor shall hold monthly HSE meetings for its workers. The purpose shall be to communicate on important HSE issues, review HSE performance, and identify areas for improvement. 12.0 HSE INCIDENTS REPORTING AND INVESTIGATION The Contractor shall immediately report to QP and investigate all work-related HSE incidents in accordance with QP’s policies and procedures particularly the Corporate incident management procedure. All unsafe acts/conditions and near misses shall also be reported and near-misses shall be investigated and reported for the purpose of disseminating lessons learnt from them. All incident reports and investigations shall be routed through the Contract Holder. The Contractor’s Manager and HSE Adviser, if any, may be requested to attend a review by a QP Incident Review Committee. If so requested, the Contractor’s Manager shall be required to present the results of the Contractor’s investigation. The Contractor shall develop an effective follow-up procedure to implement the recommendations of its incident investigations, and where applicable those of the QP Incident Review Committee 13.0 EMERGENCY RESPONSE The Contractor shall develop and implement emergency response procedures for the contract that must tie-in seamlessly with QP emergency procedures for the location where the works or services are being executed. However, QP shall not be held responsible for any incident and/or whatsoever inconvenience arising during victim transit within QP facilities and/or transportation to final destination. Contractor’s emergency procedures must cover all foreseeable health, Safety and environment scenarios. 14.0 DE-MOBILIZATION AND CLOSE-OUT Upon completion of the Work or Services, the Contractor shall de-mobilize his equipment, facilities and personnel. Contractor shall restore, to the satisfaction of QP, the Site including any QP concession area and any premises thereon used by the Contractor to perform the work or Services. 14.1 CONTRACTOR’S OVERALL HSE PERFORMANCE REPORT Upon completion of the restoration of the Site, the Contractor shall submit his overall HSE performance for the contract covering the whole contract and highlighting successes, lessons learned and areas for improvement

14.2 HSE CLOSE-OUT CERTIFICATE Following satisfactory de-mobilization, and submission of the Contractor’s overall HSE performance report, QP shall issue the Contractor a HSE Close-out Certificate

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(For Contracts that do not include requirements for site restoration, the Contract Holders should amend this section as appropriate. An HSE Close-out certificate may however, still be issued). 15.0 NON-COMPLIANCE WITH HSE REQUIREMENTS Compliance with all the HSE requirements shall be a fundamental condition of the Contract. The Company shall have the right to terminate the Contract for any breach of the requirements Compliance with the HSE requirements is mandatory for all Work or Services performed under the Contract unless otherwise expressly amended at the discretion of QP. If the Contractor fails to comply with the latest approved Contract HSE Plan then QP shall be entitled, without prejudice to any other remedy afforded by the Contract or by law, to apply a sanction.

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APPENDIX 6A : TEMPLATE FOR CONTRACTOR HSE PRE-QUALIFICATION QUESTIONNAIRE

General guidelines for preparation of questionnaire

• The questionnaire should cover the information required to assess the extent to which HSE and its management are organised by the contractor.

• The contractor should be advised to cover all (including support) activities and not just those conducted on QP sites.

• The questionnaire should be completed by contractor line management. • Emphasis should be placed on the need for complete answers substantiated by supporting

documentation as far as is practicable. Responses and any supporting documentation must relate specifically to the policy and organisational arrangements of the company that would be the signatory of any contract.

• Submissions should be assessed by a scoring mechanism that can be used in the evaluation process (See appendix 6B).

• If necessary, follow-up discussion with the contractor's management may be needed. • The contractor should be encouraged to identify where he exceeds QP requirements and this

excellence should be recognised if confirmed to be true.

Table 6.1 Questionnaire for Contractor HSE Pre-qualification Questionnaire items Responses Section 1: Leadership and Commitment

(i) Commitment to HSE through leadership

a) Are senior managers personally involved in HSE management?

b) Is there evidence of commitment at all levels of the organisation?

c) Is there a positive culture towards HSE matters?

Section 2: Policy and Strategic Objectives

(i) 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.

(ii) Availability of policy statements to employees

a) Itemise the methods by which you have drawn your policy statement to the attention of all your employees?

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

Section 3: Organisation, Responsibilities, Resources, Standards, and Documentation

(i) Organisation - commitment and communication

a) How is management involved in HSE activities, objective-setting and monitoring?

b) How is your company structured to manage and communicate HSE effectively?

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Table 6.1 Questionnaire for contractor HSE prequalification (continued) Questionnaire items Responses

c) What provision does your company make for HSE communication meetings?

(ii) Competence and Training of managers/ supervisors/senior site staff/ HSE advisers

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?

If YES please give details. Where the training is given in-house please describe the content and duration of courses.

(iii) Competence and 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 and practices?

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? What training do you provide to ensure that all employees are aware of company requirements?

d) What arrangements does your company have to ensure existing staff HSE knowledge is up to date? (If training is provided in-house please give details of content.)

(iv) Specialised training a) Have you identified areas of your company's operations where specialised training is required to deal with potential dangers? (If YES please itemise and provide details of training given.)

b) If the specialised work involves radioactive, asbestos removal, chemical or other occupational health hazards, how are the hazards identified, assessed and controlled?

(v) HSE qualified staff - additional training

Does your company employ any staff who possess HSE qualifications that aim to provide training in more than the basic requirements?

(vi) Assessment of suitability of subcontractors/ other companies

a) How do you assess:

- HSE competence

- HSE record of the subcontractors and companies with whom you place contracts?

b) Where do you spell out the standards you require to be met?

How do you ensure these are met and verified?

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Section 4: Hazards and Effects Management

(i) Hazards and effects assessment

What techniques are used within your company for the identification, assessment, control and recovery of hazards and effects?

(ii) Exposure of the workforce

Do you have in place any systems to monitor the exposure of your workforce to chemical or physical agents?

(iii) Handling of chemicals

How is your workforce advised on the properties of chemicals encountered in the course of their work?

(iv) Personal protective equipment

What arrangements does your company have for provision and upkeep of protective clothing, both standard issue, and that required for specialised activities?

(v) Waste management Does your company have in place systems for identification, classification and management of waste?

(vi) Drugs and Alcohol Do you have a drugs and alcohol policy in your organisation? If so, does it include pre-employment and random testing?

Section 5: Planning, Standards and Procedures

(i) HSE or operations manuals

a) Do you have a company HSE manual (or Operations Manual with relevant sections on HSE) 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 supporting documentation.

b) How do you ensure that the working practices and procedures used by your employees on-site are consistently in accordance with your HSE policy objectives and arrangements?

(ii) Equipment control and maintenance

How do you ensure that plant and equipment used within your premises, on-site, or at other locations by your employees are correctly registered, controlled and maintained in a safe working condition?

(iii) Standards a) Where do you spell out the standards you require to be met?

b) How do you ensure these are met and verified?

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

(iv) Road Safety Management

What arrangements does your company have for combating road and vehicle incidents?

Section 6: Implementation and Monitoring

(i) Management and performance monitoring of work activities

a) What arrangements does your company have for supervision and monitoring of performance?

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b) What type of performance criteria are used in your company; give examples

c) What arrangements does your company have for passing on any results and findings of this supervision and monitoring to your: - base management

- site employees?

(ii) HSE performance achievement awards

Has your company received any award for HSE performance achievement?

(iii) Statutory notifiable incidents /dangerous occurrences

Has your company suffered any statutory notifiable incidents in the last five years (safety, occupational health and environmental)?

(Answers with details including dates, most frequent types, causes and follow-up preventive measures taken.)

(iv) Improvement requirement and prohibition notices

Has your company suffered any improvement requirement or prohibition notices by the relevant national body, regulatory body for HSE or other enforcing authority or been prosecuted under any HSE legislation in the last five years?

(If your answer is YES please give details.)

(v) HSE performance records

a) Have you maintained records of your incidents and HSE performance for the last five years? (If YES, please give following details for each year, number of Non Lost Time Injuries, number of Lost Time Injuries, number and type of injuries, total hours worked by workforce for each corresponding year, Frequency Rates, your company definition of a Lost Time incident).

b) How is health performance recorded?

c) How is environmental performance recorded?

d) How often is HSE performance reviewed? By whom?

(vi) Incident investigation and reporting

a) Who conducts incident investigations?

b) How are the findings following an investigation,

or a relevant incident occurring elsewhere, communicated to your employees?

c) Are near misses reported? Section 7: Audit and Review

(i) Auditing a) Do you have a written policy on HSE auditing and how does this policy specify the standards for auditing (including unsafe act auditing)?

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b) Do your company HSE Plans include schedules for auditing and what range of auditing is covered?

c) How is the effectiveness of auditing verified and how does management report and follow up audits?

Section 8: HSE Management - Additional Features

(i) Memberships of Associations

Does your company hold membership of any industry, trade or HSE organisation?

(ii) Additional features of your HSE management

Does your company have any other HSE features or arrangements not described elsewhere in your response to the questionnaire?

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APPENDIX 6B: HSE PRE-QUALIFICATION POINTS SYSTEM FOR EVALUATING CONTRACTOR SUBMISSIONS

Scoring The contractor's tender should be evaluated by attaching a score to the selected response for each category (see Appendix 6A) A suggested scoring system would be as follows (see Table 6.2 below ): HSE Plan documentation (sections 1 to 5, 7, and 8):

A B C D

0 3 6 10 Performance and experience factors (HSE incidents) (section 6):

0 7 14 20 Elements scoring 0 should normally disqualify a contractor from being included in a pre-qualification list. Any elements rated so must be highlighted as having a negative impact on the tender if it is still to be considered. Table 6.2 Rating of contractors' pre-qualification by a points scoring system (headings and item numbers

refer to Appendix 6A) A B C D

Section 1: Leadership and Commitment Commitment to HSE through leadership: Appendix 6A, Item 1(i) No commitment from senior management

HSE disciplines delegated to line managers - no direct involvement by senior management

Evidence of active senior management involvement in HSE aspects

Evidence of a positive HSE culture in senior management and at all levels

Section 2: Policy and Strategic Objectives HSE policy documents and availability: Appendix 6A, Items 2(i) and 2(ii) No written HSE policy A policy statement

exists but not in a widely distributed document

HSE policy establishes responsibility for HSE, but not widely distributed

Policy with clearly established responsibility and accountability; is distributed to all employees; and is visible on notice boards

Section 3: Organisation, Responsibilities, Resources, Standards and Documentation HSE communication and meeting programmes: Appendix 6A, Item 3(i) None Periodic HSE meetings

for special operations only

HSE meetings performed on a regular basis at management and supervisor level

In addition to C employees are assigned topics to discuss on a rotational basis

Staff HSE training: Appendix 5A, Item 3(ii) No specialised staff training

HSE training assigned to a specific person on location

HSE training applied to management but not comprehensively covered

HSE training given formally to all relevant staff on their respective responsibilities

Employee orientation and training programme: Appendix 6A, Item 3(iii) No formal programme Verbal instructions on

Group Company procedures only Orientation booklet provided for new employees but no on-the-job orientation by supervisor

Employee handbook provided and supervisor outlines, explains and demonstrates new employee's job

All under C together with: follow-up observation of the new employee's work is also included. Employee has explained to him safe practices and emergency duties

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Table 6.2 Rating of contractors' pre-qualification by a points scoring system (continued. Headings and item numbers refer to Appendix 6A) A B C D

Specialised training: Appendix 6A, Items 3(iv) and 3(v) No HSE training established

On-site basic training conducted occasionally

HSE training is given for specialised operations, but no routine training conducted

Formal HSE training programmes have been developed in all areas and are conducted on a regular basis. Retraining periods are established

Subcontractors: Appendix 6A, Item 3(vi) No written arrangements

Written arrangements in place for basic HSE matters only

HSE arrangements incorporated in HSE manual but not in a format which is distributed to all employees

HSE arrangements exist in handbook form, distributed to all employees, subcontractors, subcontractor employees and are enforced. Follow-up audits held with discussion/feedback to management and employees

Section 4: Risk Evaluation and Management Hazards and Effects Assessment : Appendix 6A, Item 4(i) Company's HSE system does not include hazards and effects assessment

Company's HSE system makes reference to the need to assess hazards and effects but has no comprehensive structure to carry this out

Company's HSE system includes methods for the assessment of major hazards and effects

Company's HSE system has a comprehensive set of methods for the assessment of all HSE hazards and effects and applies them to all of its contracts with documentation

Exposure of the workforce: Appendix 6A, Item 4(ii) Company does not actively advise the workforce nor monitor exposure

Company advises the workforce of the major hazards that they are likely to be exposed to but only monitors exposure randomly

Company has formal methods for monitoring exposure to the major hazards

Company has a set of formal methods for monitoring exposure to all foreseeable hazards (linked to its hazards and effects assessment method) and applies them to all contracts

Handling of chemicals: Appendix 6A, Item 4(iii) Company makes no special provision for advising the workforce about properties of chemicals

Company provides information to workforce in the workplace on properties of chemicals but has no active follow-up

Company distributes information to individuals in the workforce at start of their involvement on-site

Company maintains a database of the properties of all chemicals encountered in its contracts and has formal methods of information distribution to all personnel and trains its workforce in handling, etc

Personal protective equipment: Appendix 6A, Item 4(iv)

Basic PPE provided to personnel but no corporate procedure for assessing individual needs

PPE requirements formally assessed but little effort made to ensure correct usage

PPE requirements formally assessed with spot checks on usage

Procedures in place to assess all PPE requirements, monitor and enforce usage and replacement needs. Stock inventories monitored, kept above demand levels. Training in use provided where needed

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Table 5.2 Rating of contractors' pre-qualification by a points scoring system (continued. Headings and item numbers refer to Appendix 6A) A B C D

Waste management: Appendix 6A, Item 4(v)

Company has no formal methods for the control of waste

Company has general procedures for waste disposal

Company has procedures for the disposal of each of the main categories of site wastes but makes no provision for minimising environmental impact

Company has a formal system for waste management (including identification and classification), which actively seeks to minimise environmental impact

Section 5: Planning, Standards and Procedures

HSE or operations manuals : Appendix 6A, Item 5(i)

No HSE procedures available

Basic HSE procedures exist

Contractor has written HSE procedures to cover all hazardous operations

Contractor has procedures to cover all HSE precautions, typical contractor HSE Plan requirements with a system of updating and dissemination to employees

Equipment control and maintenance : Appendix 6A, Item 5(ii)

No defined programme to identify or evaluate hazardous practices and equipment conditions

Plan relies on outside sources, i.e Client Company (QP) inspections. Supervisory inspection of equipment confined to worksite personnel only

A written programme outlining supervisory guidelines, responsibilities, frequency and follow-up is in effect

In addition to C periodic inspections conducted by top management or by teams of specialists

Standards : Appendix 6A, Items 5(iii)

No HSE standards available

Basic HSE standards exist

Contractor has written HSE standards to cover all hazardous operations

Contractor has a system of specifying, monitoring compliance and updating standards

Road Safety Management : Appendix 6A, Item 5(iv)

No special attention paid to road safety as an area of hazardous activities

Importance of road safety acknowledged but left to core business managers/supervisors to enact individually

Company has a general management strategy with some procedures for its component issues

Company has a complete strategy and set of plans and procedures covering vehicles, drivers and operations management

Section 6: Implementation and Monitoring

Management and performance monitoring of work activities : Appendix 6A, Items 6(i) and 6(ii)

No system for formally monitoring HSE performance

Performance monitoring in a few areas carried out

Company has a system for monitoring HSE performance in key areas

Company has a comprehensive system for monitoring performance in all areas with feedback to employers for improvement and has received awards for achievement

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Table 5.2 Rating of contractors' pre-qualification by a points scoring system (continued. Headings and item numbers refer to Appendix 6A)

Statutory notifiable / dangerous occurrences and improvement requirements and prohibition notices: Appendix 6A, Items 6(iii) and 6(iv)

More than one occurrence of major incident in last five years

One occurrence of a major incident in the last five years

Occurrences relate to minor incident(s) only

No occurrences in the last five years

HSE Performance records (Latest year injury rate comparison to contractor’s three preceding years average) : Appendix 6A, Item 6(v)

Contractor supplied insufficient information to establish rate or rate increases

Rate is not improving Shows only minor rate improvement

Rate steadily improving by more than 20 per cent per year

Criteria for absolute performance

Rate over 200 per cent that of Client Company (QP).

Rate under 200 per cent that of Client Company (QP).

Rate under 120 per cent that of Client Company (QP).

Rate better than that of Client Company (QP).

Incident Investigation and reporting : Appendix 6A, Item 6(vi)

Findings not generally communicated

Findings communicated to key personnel only via limited company internal memo or similar media

Findings communicated to all employees via specific company notice

As in C but with the addition of details of implication for improving HSE performance

Section 7: Audit and Review

Auditing: Appendix 6A, Item 7(i)

Audit process is cursory only - HSE documents are not explicit about auditing

Company HSE documents include reference to auditing but there are no specific details about scheduling and coverage

Company HSE documents include details of how auditing is to be implemented with schedules/coverage for the key areas

As in C but additionally specifies management's role in audit and follow-up on action items

Section 8: HSE Management - Additional Features Membership of Associations : Appendix 6A, Items 8(i) and 8(ii) No memberships Company has

membership of at least one association but with no prominence given to HSE

Company is a member of at least one HSE association

Company is an active participant in at least one HSE association



APPENDIX 7A: CONTRACT HSE PLAN GUIDELINE FOR HIGH / MEDIUM RISK

CONTRACTS (HSECL-QP-01)

HSE Plan Definition Guideline This appendix provides headings and subject material that should be used as the basis to assess the scope and adequacy of the Contract HSE Plan submitted by the Contractors for major (high/medium risk) contracts. It may also be used to assess the HSE Management System of the Contractor especially if it has not been certified or assessed in any other manner. Where the Contractor is established to already have a well developed HSE Management System, attention in the Contract HSE Plan should focus more on the contract specific risks and the management of controls to eliminate, reduce or mitigate these risks. Other contract specific issues that may be addressed in the plan are:

• Organisation and personnel for the project • Project specific procedures • Project audit and review plan • Compliance with laws, rules and regulations

Note however, that the past HSE performance record of the contractor is also a key area to focus on. It is particularly significant in situations where new Contractors are involved and where pre-qualification has not been done. The following is a checklist of the principal headings with an expansion into key checklist items (Tables 7A.1 to 7A.7) given on the following pages under the respective headings. The detail included in tender documentation should be in keeping with the complexity of the contract and should additionally include prompts for specific action plans, target dates and action parties. HSE Management System (HSE-MS) Section 1. Leadership and Commitment

• Leadership and Commitment

Section 2. Policy and Strategic Objectives

• HSE Policy Statement Section 3. Organisation, Responsibilities, Resources, Standards and documentation

• HSE organization • HSE Professionals • Subcontractors • HSE Communications • HSE meeting programme • HSE promotion and awareness • HSE competence requirements • Employee orientation programme • HSE training (general) • HSE training (professionals) • HSE standards • HSE legislation



Section 4. Risk Evaluation and Management

• Methods and procedures for hazards and effects management • Assessment of exposure of the workforce to hazards and effects • Material data sheets for safe handling of chemicals • Hazards and effects management and the assessment of PPE requirements • Methods and procedures for waste management

Section 5. Planning and Procedures

• HSE procedures • Basic HSE rules • Emergency response procedures • HSE equipment and equipment HSE inspection • Occupational health • Environmental • Road transport

Section 6. Implementation and Monitoring • HSE performance - general • Incident investigation

Section 7 & 8. Audit and Review • HSE auditing



Detailed checklists for Contract HSE Plan for High/Medium Risk contracts Table 7A.1 Checklist for HSE Plan: Section 1 Leadership and Commitment

Checklist items Checked Leadership and commitment Commitment to HSE aspects through leadership

Senior management should engender commitment to HSE issues at all levels through their personal style of leadership and management. Key elements include:

• Visible expressions of commitment by senior people • HSE matters should be placed high on personal and

collective agenda • All senior managers should set a personal example to

others. They should be, and seen to be actively involved in HSE matters, e.g. attendance at HSE meetings, personal instigation of HSE audits and reviews, etc.

• A feedback system should be established to encourage and facilitate employee feedback on HSE matters

• A positive culture should be promoted at all levels

Table 7A.2 Checklist for HSE Plan: Section 2 Policy and Strategic Objectives Checklist items Checked HSE policy statement General Written HSE policy

Dated and signed by Chief Executive Policy statements:

• Specific to individual parts of the contract (e.g. locations/sites/plants)

• Cover specialised aspects (e.g. alcohol and drugs) • Consistent with QP standards and guidelines • Clear, concise and motivating

Content Importance of HSE as a contract objective Incidents and injuries are unacceptable HSE established as a line management responsibility Everyone is responsible for their own and their colleagues' HSE at work

Distribution/ availability

HSE policy distributed to all concerned, i.e. • Handed to each employee by their line manager when

issued • All new employees handed a copy by their line

manager • Displayed on notice boards at each work location

(worksites and offices) • Copies provided for each company on the contract

(including sub-contractors, suppliers and agents) • Available to Company and contractor employees in

their working language(s)

Discussion Policy and its implementation when issued discussed by line managers with each employee



Table 7A.3 Checklist for HSE Plan: Section 3 Organisation, Responsibilities, Resources, Standards

and Documentation Checklist items Checked HSE organisation Key personnel Personnel responsible for the implementation of HSE

objectives clearly identified in an organisation chart Responsibility adequately covered during all phases of contract Job descriptions in place showing each team member's HSE competencies, responsibilities and function Organisation clearly shows position of HSE professionals

Contract objectives/ accountability

Defined to meet health, safety and environmental objectives as well as those of time, cost and quality Accountability for HSE success and equally of any failure clearly stated Focal point within the team structure ensuring that all HSE matters have been identified

Designated team leader to produce HSE objectives, tasks and targets for the contract Targets, etc. to be realistic and consistent Establish procedures for distribution, reporting and reviewing HSE issues

Manning/ communication Manpower philosophy

Manpower level to be defined correctly so as not to compromise HSE Effective means to communicate HSE issues between the Group Company, contractor and subcontractors Organisation staffed by competent personnel with sufficient appreciation of HSE where necessary with specific training in the issues involved

Corporate structure/ responsibility

Company's expectations on HSE management to be communicated in depth Access of contractor's line management to their corporate management structure on HSE issues to be defined Level of handling project HSE issues by the contractor corporate structure (middle or senior management or board level)

In the contractor's corporate organisation, individuals charged with responsibility for HSE at middle, senior manager or board member level

Access to specialist HSE advice for line management, e.g. • provision of HSE documentation for small contracts • employment of HSE specialist for large contracts



Table 7A.3 Checklist for HSE Plan: Section 3 Organisation, Responsibilities, Resources, Standards and Documentation (continued)

Checklist items Checked HSE professionals Job definition Role of the contractor's HSE advisers well defined

Job definition drafted

Reporting/ follow-up

Reporting relationship with line management Direct access to the Chief Executive Does line management follow advice offered

HSE department

Contractor's HSE department involved in: • preparing and monitoring departmental action plans • formulation and suitability of HSE rules • planned inspections and audits together with line management • promotional material • HSE training • subcontractor assessment • training and auditing • health risk assessment, health performance monitoring and

health surveillance • environmental monitoring • supporting incident investigation by line management

Guidance given by the contractor's HSE management in preparing and implementing:

• operating and emergency manuals • emergency plans • training for fire-fighting teams, first-aiders, etc. • emergency drills and exercises • protective equipment and rescue

Contact and liaison with government departments maintained

Subcontractors Management To be well integrated and identified in contract HSE Plans

With own plans if carrying out a large portion of the work HSE Plans to be vetted for suitability by main contractor Main contractor to communicate that subcontractor is subject to the same rigorous HSE standards as main contractor

Identification/ vetting

Subcontractors to be identified at this stage of the project Method of vetting those still to be identified to be stated Vetting of past subcontractor records Maintenance of approved subcontractor lists where HSE has been considered

HSE communications Coverage/ awareness Set up appropriate lines of communication to handle HSE issues, eg

such items as: • direct access to emergency services • nearest hospital • helicopter availability • air ambulance, etc

Authorisation and implementation procedures fully understood Emergency services: organisations that would provide support in a major incident aware of requirements - Briefed as to their likely role




Checklist items Checked HSE Communications continued External links Lines established to communicate externally incidents that may

endanger those on a site Government agency reporting procedures and the associated responsibilities of QP and contractors have been clearly defined Contractor able to communicate with all his workforce in an emergency Communications take into account the diversity of languages amongst the workforce Ability of base to mobilise in an emergency, e.g. doctors, hospital facilities

Emergency communication

Appropriate for incidents envisaged Strengthened, duplicated or backed up by other means

HSE meeting programme

Scheduling Contractor to establish a regular schedule for HSE meetings Define responsible management person for scheduling such meetings Procedure to maintain records of personnel attendance

Management participation

Managers seen to be involved by employees in:

• HSE activities, objective setting and monitoring

• taking action and providing resources to support their stated policies and objectives

Meeting structure

HSE meeting structure Effective to manage and communicate on HSE Allow employees full involvement and their own ideas to be heard Typical agenda and meeting formats

Follow-up actions

Meeting actions Where action is agreed, is it seen to be carried out? Where action is not agreed, is it explained why the disagreement?

Communication Results of HSE activities, both successful and less successful, openly communicated to all employees Meeting programme consistent with the rest of the management structure to communicate HSE issues effectively Meetings recorded clearly and consistently Structured to differentiate between health, safety and environment

HSE promotion and awareness Techniques Appropriate communication techniques used to make the personnel

aware of HSE issues. How this is to be implemented e.g.

• personal contact

• interactive video

• notice-boards

• newsletters (suitable for large sites)

• bulletins

• posters




HSE promotion and awareness continued Performance HSE performance boards (eg at worksite gates) Promotional methods

Possibilities include:

• small 'give-aways' with the HSE message

• competitions

• suggestion schemes

Part of business

HSE activities seen as an intrinsic part of running an efficient business rather than a costly and time-consuming 'extra'

HSE Competence requirements Fitness of personnel

Confirmation of medical fitness from recognised / approved medical facility of all employees proposed for contract

Employee orientation programme Approach Provision of a comprehensive handbook for all new employees

On-the-job orientation for supervisory staff Established procedure in relation to follow-up of all new employees at the worksite

New employees

Adequately trained and confident of their own abilities Coached to improve their work practices rather than blamed for mistakes

Accountability Employees know they are accountable for HSE performance Aware that their HSE performance is part of the contractor's appraisal and reward system Know that flagrant or frequent breaks of published HSE rules will result in disciplinary action

Procedures Required for new employee orientation consistent with existing QP standards and guidelines

Reappraisal Programme subject to appraisal and review HSE training (general) Contract standards

Statement on the current standard of workforce and training requirements to meet contract standard

Established training programme

Including: • HSE management • job procedures • road safety • health (first-aid, health hazards, medical services, alcohol

and drugs, health promotion, use of PPE) • auditing • incident investigation and reporting • HSE adviser skills • supervisory development • environmental protection




Checklist items Checked HSE training (general) continued Supervisory training

Supervisory development training promotes man-management skills and communication skills

Formalised programme

Formal HSE orientation programme for employees working on-site Records kept of employees who have been through the programme Employees trained before starting work Training covers those joining as a contract is being implemented

Coverage HSE training of employees coverage (including): • safety • fire and explosion • road transport/driving • first-aid • work procedures/PTW • hazard awareness and reporting • occupational health • security • basic HSE rules • legislative requirements

• environmental protection

Supervisors' participation

Supervisors required to brief and de-brief staff before and after training courses

Course content

Effective system for establishing the need for and the content of training courses Determining course effectiveness and relevance of training assessed

Specialised training

Relevant training given to personnel prior to the execution of hazardous operations Training gained through course attendance supplemented by on-the-job training as necessary Records kept of attendees of the training courses and qualifications gained by employees

Emergency training

Training covers the actions to be implemented and the employees' responsibilities in an emergency

HSE content in other courses

HSE included in:

• induction courses

• craft training

• supervisory training

• line management training

• auditing techniques




Checklist items Checked HSE training (Professionals) Selection Procedure in place for introducing competent HSE personnel on

to the contract

Criteria used by the contractor to select his HSE supervisory staff (e.g. career development, professional status)

Training Training is received by HSE professionals

Required specialisation (e.g. drilling, radiation, chemicals) Appropriate levels of:

• institute training

• HSE management

Qualifications Knowledge and experience of the contractor's HSE professional:

• match for competence for the job being carried out

• match for the advice required

HSE Legislation (Professionals) Coverage HSE plan to include:

• A comprehensive list of applicable legislation • Applicable government, national and international codes • Company regulations, codes and standards

Contractor should identify the applicable legislation, codes and standards and if necessary, state the hierarchical precedence

Waivers Contractor to state any waivers that may be required and indicate procedure for seeking the waivers

HSE standards Availability Contractor has an HSE manual/set of standards identifying

minimum criteria for achievement during contract implementation

Available in writing to all users in consistent, concise and clear form Users involved in the development Standards in line with Company (QP) requirements

Control/ authorisation

Controlled documents Updated regularly Approval level indicated Procedure for obtaining deviations from standards Responsibility for authorisation Mechanism for recording approved deviations

Coverage Clear reference to national and international standards Setting minimum requirements on health, safety and environmental issues



Table 7A.4 Checklist for HSE Plan: Section 4 Risk Evaluation and Management Checklist items Checked Methods and procedures for hazards and effects management Coverage Company (QP) HSE assessment used as a starting point with

additional hazards identified by the contractor Contractor's assessment carried out in accordance with his formal methods and procedures Analysis techniques used in preliminary form where appropriate Contractor covers all parts of the contract with assessments for the specific scope and locations of the contract

Experience and awareness

Contractor able to use material from previous similar projects and demonstrate awareness from past experience

Assessment of exposure of workforce to hazards and effects Coverage Contractor develops assessment of the scope and degree of

exposure of workforce to hazards from the hazards and effects management process

Handling of chemicals Coverage Contractor demonstrates availability and distribution of

guidance/information on the safe handling of chemicals, likely to be encountered in the contract, and proposals for confirming adherence to guidance during contract

Hazards and effects management and the assessment of PPE requirements Hazard assessment/ PPE requirements

All processes identified that require use of PPE Statutory requirements similarly identified Procedure in place for recording issue to personnel together with follow-up inspection and replacement/re-certification Storage of PPE adequate and secure with procedure for ensuring adequacy of stock

PPE instruction/ training

Requirements identified for all personnel Instruction and training in its use provided where needed Procedure for checking its use been specified

Renewal/ replacement

Schedule and criteria for renewing PPE Schedule for re-certification Responsibility for payment



Table 7A.5 Checklist for HSE Plan: Section 5 Planning and Procedures Checklist items Checked HSE procedures Availability/ control

Written procedures available to cover hazardous operations on HSE Include HSE precautions to be taken Consistent with Company (QP) standards and guidelines Controlled documents Appropriate level Coverage: include health and environment

Written procedures:

• familiar to all employees including sub-contractors

• available in their working language

• contents related to individual job descriptions

Deviations Procedure for obtaining Responsibility and level Recording of authorised deviations

Omissions Identify whether there are any areas where procedures for hazardous operations are not drafted Commitment to prepare

Permit to work (PTW)

System in place If the contractor's own system is utilised, is it consistent with industry norms and in line with Company (QP) standards and guidelines?

Training/ qualification

Training standards and qualifications set for personnel allowed to implement procedures

Basic HSE rules Availability Set of rules available and distributed to all employees

Users acknowledge receipt New employees given a copy before starting work Method of discussion and verifying understanding

Coverage Covers health and environment as well as safety Set of rules provided tailored to specific contracts Identify hazards likely to be encountered Address basic housekeeping and hygiene Cover signals that will be encountered on site

Production/ updating Structure for producing updating and disseminating rules

Frequency Personnel participation Involvement of users



Table 7A.5 Checklist for HSE Plan: Section 5 Planning and Procedures (continued) Checklist items Checked Emergency response procedures Coverage Identification of potential major emergency scenarios, and

procedures to use in such scenarios, e.g. • H2S

• fire and explosions • evacuation and abandon rig/location • storm • oil/chemical spill • aircraft incident • emergency communications • Medevac • well control and blow-out • diving emergency • man overboard and search and rescue (SAR)

Potential use of Company (QP) standards and guidelines

Awareness By employees of procedures • Orientation • Schedule of drills and testing • Medical contingency plan included • Review frequency • Responsibility of employees for own and colleagues' HSE • Monitoring mechanism • Drills to be carried out without warning

Plans Contingency plans allowed for in emergency situations Recovery procedures in place to be activated in event of emergency scenarios Drills to be held to demonstrate preparedness for response

HSE equipment and equipment HSE inspection HSE equipment

List drawn up of all HSE equipment to be used on the project Identified by type, capacity and reference to standards Requirements identified for each item of HSE equipment, including:

• registry

• classification

• licensing

• survey

• test certification



Table 7A.5 Checklist for HSE Plan: Section 5 Planning and Procedures (continued) Checklist items Checked HSE equipment and equipment HSE inspection continued Critical items for HSE inspection

List drawn up of critical items of equipment that must be the subject of an HSE inspection Procedure established for carrying out HSE inspection of equipment (covering health, safety and environmental aspects to be reviewed) Procedure established for checking standards where tools have been provided personally by tradesmen

Schedule HSE equipment inspection schedule established for the duration of the project Inspection frequency clearly identified for critical items of plant

Occupational Health Facilities available

Facilities defined as part of contract Occupational health programme established to:

• identify hazards

• assess hazards

• control hazards, e.g. engineering controls, procedural controls, vaccinations, etc

• maintain emergency procedures Appropriate for the site conditions

Welfare programme meets the needs of isolated sites Local medical facilities evaluated in detail to assess:

• range and quality of equipment and supplies • hygiene standards • administration procedures and standards • transportation and communication

Sufficient for day-to-day needs and consistent with relevant health programmes Adequate provision for supply of drugs, antidotes, etc

Staffing Availability of adequately trained, experienced staff Access to medical treatment facilities (if external)

Contingency plans

Defined for possible incidents beyond capability of site facilities

Accommodation and catering facilities

Where provided, facilities to meet normally accepted standards of hygiene at site location Facilities to be operated in line with government hygiene Regulations and to meet Company (QP) standards and guidelines

Rules in force to maintain cleanliness of site and other facilities Promotion Promotional material available to assist in maintaining

standards Appropriate for the contractor's workforce in terms of:

• language

• clarity, etc

Hygiene and housekeeping

Procedure on on-site cleanliness and maintenance Hygiene, welfare and housekeeping at labour camp meets normally accepted standards (QP/ industry and government)?



Table 7A.5 Checklist for HSE Plan: Section 5 Planning and Procedures (continued) Checklist items Checked Environmental Awareness Of the workforce to protect the environment whilst executing

contract

Control Identify potential environmental hazards Develop procedures for handling materials and performing operations that may damage the environment Contingency plans

Aims Focus for the environmental protection team At what level Line management responsibility for environmental protection been defined as well as other job objectives Development and enhancement of environmental impact statements for the contract

Monitoring/ restoration

Environmental monitoring to gauge the impact of operations Plans appropriate and sufficiently detailed Recovery and restoration of site after contract completion

Audits Environmental audits of operations during the contract Carried out by experienced individuals or companies

Road Transport Drivers : competence and selection

Assess physical, mental and psychological capability Character and background Qualities and experience, medical examination, document checks, driving tests Special skills such as terrain and climatic experience and first-aid knowledge

Driving Permits Should record personal and employment details, types of vehicle licensed to drive and types of cargo licensed to carry

Driver induction

Local area characteristics and regulations

Driver training This should test vehicle operation and use, operating conditions (terrain, climate), off-loading and positioning, emergency situations, and vehicle inspection

Driver improvement

Techniques should identify deficiencies, analyse causes and select appropriate retraining

Vehicle selection

Ensure correct type, capacity and size for facilities Good manoeuvrability and serviceability

Vehicle specification

The job description should be clearly defined before the vehicle is chosen, to ensure work operations do not exceed the manufacturer's specifications Safety equipment and communications on board the vehicle need to be checked Vehicles for use in restricted or hazardous areas available (e.g. diesel-type vehicles or those with spark arrestors)?

Passengers Is the vehicle designed to carry passengers? Freight Design of vehicle and load limits

Segregation, positioning and securing of freight

Vehicle checks & maintenance

Conducted and recorded on a regular basis

Ops management - need and approval

Define the journey and justify the need Awareness of hazards involved Allocation of vehicles, written authorisation, verification of employees' driving standards



Table 7A.5 Checklist for HSE Plan: Section 5 Planning and Procedures (continued) Checklist items Checked Road Transport continued Ops management - journey routing and scheduling

Full awareness of route (hazards, conditions) Realistic schedules

Journey management

Logging of actions

Roles and responsibilities

Roles and responsibilities defined for management, supervisors, drivers, passengers

Contracting Pre-qualification of contractors and contractor HSE management treating road transport with equal importance to main activity Standards for scope of operations included in tender operation Control and review mechanisms included in contracts Policy of no subcontracting without written authority

Procedures Ensure procedures are in place for all transport operations Monitor and review mechanisms in place

Emergency services

In place and tested

Table 7A.6 Checklist for HSE Plan: Section 6 Implementation and Monitoring

HSE performance – General Measurement Proposed plan to measure performance, i.e.

• performance indicators

• progress against targets

• HSE initiatives/incentive schemes

• achievement of milestones

• numbers and types of training courses

• numbers and results of audits

• clearance of action items

Use will be made of reactive statistical indicators, e.g.

• Lost Time Injury Frequency (LTIF) and Total Recordable Case Frequency (TRCF)

• Numbers of first-aid and minor injuries

• material losses

• vehicle incidents

• spillages

• occupational illnesses

• sickness absenteeism

Feedback/ analysis

Availability and use of performance records Feedback/review/discussion at HSE meetings Presentation and distribution to employees

Comparison of performance

Comparison of performance: With other similar contract work Frequency specified Involvement of Company (QP) personnel



Table 7A.6 Checklist for HSE Plan: Section 6 Implementation and Monitoring

Checklist items Checked Incident Investigation Coverage Reporting procedure for the contract

Covering not only injuries to and time lost by personnel but also:

• health incidents (diseases, exposures to hazardous substances, near misses, etc)

• environmental incidents (spillages, releases, contamination, etc.)

• other safety incidents (safety equipment failures, loss of capital equipment)

• material loss

Methods Incident investigation method established to determine and correct causes Incidents first reported to the direct supervisor Incident investigation teams led by the relevant managers

Differentiation made between numbers of first-aid treatments and other minor injuries Procedure in place on vehicle incidents Methods to be used for collecting incident statistics

Table 7A.7 Checklist for HSE Plan: Section 7 Audit and Review Checklist items Checked HSE auditing and review Availability Established HSE procedure outlining responsibilities,

frequency, methods and follow-up

Scope Compliance with the HSE Plan including:

• HSE management

• departmental personnel HSE

• technical personnel HSE

• subcontractor

• occupational health

• unsafe acts

• audit training

• environmental

• own activities and those of his subcontractors

Coverage Consistent with Company (QP) standards and guidelines Schedule for full contract duration Involvement of personnel in audit teams from outside the location Carried out by a wide cross-section of the workforce including Company (QP) and subcontractor personnel



Table 7A.7 Checklist for HSE Plan: Section 7 Audit and Review (continued) Checklist items Checked HSE auditing and review continued Effectiveness How verified

Involvement of the contractor's corporate management in review of findings Intention to publish findings Discussion with personnel on contract and at HSE meetings Lessons used to improve operations across the contract

Follow-up Any numerical treatment made of findings Frequency of review of implementation progress Rejections of audit findings properly authorised and documented

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APPENDIX 7B: CONTRACT HSE PLAN GUIDELINE FOR LOW RISK CONTRACTS (HSECL-QP-02)

HSE Plan Definition Guideline Similar to the guideline for Major contracts, this appendix provides headings and subject material that should be used as the basis to assess the scope and adequacy of the Contract HSE Plan submitted by Contractors bidding for small or low risk contracts. It may also be used to assess the HSE Management System of the Contractor. Contractors engaged in small or low risk contracts may not necessarily have a full scale HSE Management System such as that required of major/ high risk contracts. Rather, attention in the Contract HSE Plan should focus more on the contract specific risks and the management of controls to eliminate, reduce or mitigate these risks. Other contract specific issues that may be addressed in the plan are:

• Organisation and personnel for the project • Project specific procedures • Project audit and review plan • Compliance with laws, rules and regulations

Table 6B.1 below provides a template meant as guidance for a set of headings for a typical HSE plan for small contracts. The list of headings should be determined individually for the contract concerned. The checklist items in Table 6B.2 can then be used to check the small contract HSE Plan for adequacy.

Table 7B.1 Small contract typical HSE Plan proforma

Category Item Details GENERAL QP Sponsor Department Project

Contract Title/Number

Contractor details

Site location

Contract Holder

QP Site HSE Representative(s)

Contractor Manager/Contractor Representative(s)

HAZARD ASSESSMENT Contract scope description

Expected hazards identified (including adjacent operations, etc)

Alternatives considered

Procedures to be followed for hazard control (list documents or describe

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details here) Access/escape provisions (alarms,

muster stations, etc)

Emergency service provisions (including first-aid, nearest medical treatment, emergency phone numbers, etc)

Competence standards for contractor's personnel

Standards for contractor's equipment Training requirements (including site

HSE induction)

JOB/SERVICES DESCRIPTION Contractor's personnel assigned Contractor's

equipment/consumables/services assigned

QP personnel assigned QP equipment/consumables/

services assigned

Sub-contractor details Responsibilities/interfaces defined PPE and any special HSE equipment to

be used

Working hours/job duration Site description/limits PTW provisions applicable Conditions for suspending work (e.g.

weather, adjacent site operations, etc)

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Table 7B.2 Checklist for HSE Plan for Small Contracts

Checklist items Checked Leadership and commitment

Senior management should reinforce the importance of HSE at all levels in the organisation and should be seen to be setting a personal example.

Policy and Strategic Objectives

Contractor has a policy which makes reference to the importance of HSE. It is formalised by the Chief Executive's or the Manager's signature.

Organisation, Resources, Standards and Documentation

A focal point in the organisation for HSE. Simple procedure for distributing information on HSE issues to the workforce. A procedure for determining/enacting HSE training. Provision for obtaining HSE advice should this be outside the capability of the contractor's personnel.

Simple procedure for ensuring any subcontractor adheres to same HSE standards.

Simple advice on the importance of the links with client (or third party) emergency services on contracts.

Typical agenda for any HSE items in meetings and how to ensure they are covered effectively.

A statement of how HSE competence is assessed for personnel with HSE-critical activities to perform. Statement of requirements for employees to indicate that they have the necessary appreciation of the HSE issues in the contractor's business activities. This should include reference to potential client HSE induction sessions and HSE training. Such training could include items from the following list (as relevant to the contract):

• fire and explosion hazards • road transport/driving • first-aid • work procedures / Permit-to-work (PTW) • hazard awareness and reporting

• security

• basic HSE rules

• legislative requirements

• occupational health

• environmental protection

Risk Evaluation and Management

• HSE targets set in clear quantifiable terms • a system in place to assess workplace hazards • HSE hazards identified and controls listed

Planning, Standards and Procedures

Contractor has a document with simple procedures/rules covering the HSE issues in his business activities with a method for review and update. This should include the following:

• HSE hazard awareness

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Table 6B.2 Checklist for HSE Plan for small contracts (continued) Checklist items Checked • Basic HSE precautions to be observed in the

workplace

• HSE hazards of tasks and operations encountered in his business

• HSE hazards of equipment used

• Use of PTW system

• Communications with supervisory personnel on site

Contractor has a document that: • outlines the activities of his business

• identifies those areas that are HSE-critical

• finds a method how individual contract scopes can be simply appraised to determine where the attention to HSE issues need to be focused

• identifies how to determine PPE requirements

• identifies a simple set of steps for road transport management

Implementation and Monitoring

Contractor has a procedure for recording incidents, for advising government authorities where necessary and for making annual reviews of performance. Contractor has a procedure for investigating incidents.

Audit and Review Contractor has a method for the management to carry out simple audits of his contract operations.

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APPENDIX 8: AN EXAMPLE OF QUANTITATIVE TENDER EVALUATION DETRMINING THE CONTRACTOR'S PERCENTAGE SCORE FOR HSE

Use a Scoring point system similar to the one for HSE pre-qualification (Appendix 5B) but with points range of only 0-10 for Section 6

Evaluation Element Weight Contractor Raw Score(0-10)

Weighted Score (Weight X Raw Score)

General HSE-MS documentation* 1 740 740 HSE Performance** 2 40 80

Totals 3 820

Maximum Score*** = {Sum of (Score upper limit x weight x no. items in each element)} 1030

Contractor's % HSE Score = ([Total Weighted Score / Maximum score]*100) 80

* General HSE-MS documentation refers to Sections 1 to 5, & 7 of the Contract HSE Plan Checklist in Appendix 6A (93 items total)

** HSE Performance refers to Section 6 of the Contract HSE Plan Checklist in Appendix 6A with emphasis on availability and use of past performance records(5 items total) *** To get the Maximum Score, multiply Score upper limit 10 by the weight and by the number of items assessed for each element. Then add the results to get the total number of points contractor would have scored if he scored a perfect 10 on all items In the example, 93 items were assessed for General HSE-MS documentation i.e 10x1x93 = 930

5 items were assessed for HSE Performance monitoring i.e. 10x2x5 = 100Maximum score = 930 + 100 = 1030

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APPENDIX 8 : EXAMPLE OF QUANTITATIVE TENDER EVALUATION Continued COMPARING CONTRACTORS Asume the cut-off point for % HSE score has been set at 75% TENDERER % HSE SCORE REMARK

Contractor A 80

Contractor B 77 Contractor C 76

Recommend any of these contractors for contract award provided their Technical bid is acceptable and the Commercial bid is the most suitable

Contractor D 73

Contractor D 60

These Contractor's bids should not be considered for contract award.

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APPENDIX 9: EXAMPLE OF AN HSE MONITORING PROGRAM The content, scope and detail of the HSE Monitoring Program will be directly related to the level of risk associated with the execution of the work scope. The greater the risk, the more detailed the programme should be. This example is based on a major construction contract expected to last one year, starting in January. No specific high risk issue has been taken into account in the example. Contract Number: Contract Title: Prepared by Contract Holder: Name / Reference Ind.: Approved by Contract Sponsor: Name / Reference Ind.: Activity I I Responsible

Person (Leader) Participants Resources Frequency T M N G

J F M A AM J J S O N DMeetings HSE Kick-Off Contract Holder Contract Sponsor

Company Representative Company Site Rep. Asset Holder Representative Regional/Ops. HSE AdviserContract Manager Contractor Site Rep. Contractor HSE Officer

Agreed Agenda (CH) Conference room

Once X

HSE Meeting (High level)

Contract Holder QP Site HSE Representative Contract Manager Contractor Representative Regional/Ops. HSE AdviserContractor HSE Officer Workforce

Agenda HSE Meeting Minutes Contractor HSE meeting minutes

At start of contract and mid way

X X

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HSE Meeting (Low level)

Contractor Site Representative

Workforce Contractor HSE Officers QP Site HSE Representative

Agenda HSE Meeting Minutes Contractor HSE meeting minutes

Monthly Last Wednesday of each month

X X X X X X X X X

Incident Review Meetings

Contract Holder Contract Manager

Incident Investigation details As required X X X X X X X X X X X X

Inspections Contractor Site Representative

QP Site HSE Representative

Checklist Weekly

x4 x4 x4 x4 x4 x4 x4 x4 x4 x4 x4 x4

QP Site HSE Representative

Contractor Representative QP HSE Adviser

Checklist Previous weekly Inspection checklists

Monthly First Monday of each month

X X X X X X X X X X X X

Management Walkabouts

Contract Sponsor

Contract Holder Contract Manager Company Site Rep. Contractor Representative Contractor Site Representative

Twice X15th

X,15th

Audits

Pre-Execution

Contract Holder QP Site HSE Representative Contract Manager Contractor Representative Regional/Ops. HSE Adviser

HSE Specification Contractor HSE Documentation HSE Standards and Procedures

Once, within one week of start up date.

X

Pre-Start Up or Technical Safety Audit

Contract Holder & Technical Safety/Loss prevention Representative

Contract User Representative Company Site Rep. Contract Manager Regional/Ops. HSE Adviser

All HSE Documentation All previous audit, inspection reports, HSE meeting minutes Transportation

Once, prior to acceptance by QP

X

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QP Audits Contract Holder Company Site Rep. Concerned HSE Adviser

As above Every 6 months X X

Contractor ContractManager

Contractor HSE Officer Contractor Site Representative

Internal to contractor Presence of QP Site HSE Representative and Contract Holder may be requested

Every 3 months X X X X

Contractor Representative

Contractor Site Representative Contractor HSE Officer

As above Monthly X X X X X X X X X X X X

Emergency Exercises / Drills

Fire Drill Contractor HSE Officer

All Contractor Site personnel Others as requested

Agreed Scenario (Agreed by Contractor Manager, endorsed by QP Site HSE Representative) Full access to all QP& Contractor emergency facilities as requested

Every 4 months X X X

Site MEDEVAC Contractor HSE Officer

As requested As above Within three months of start

X

CONTRACT REVIEW MEETINGS

Monthly Contract Review Meeting

Contract Holder Contractor Manager Company Site Rep. Concerned HSE Adviser

Progress Reports Performance Statistics

Monthly Second Monday of each month

X X X X X X X X X X X X

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APPENDIX 10: SUGGESTED AGENDA FOR AN HSE KICK-OFF MEETING The depth and complexity of the HSE Kick-off meeting will be directly related to the risk involved in the contract. The higher the risk, the more complex and detailed the meeting should be. Contract Number: __________________________ Contract Title: __________________________ Contractor: __________________________ Contract Sponsor: __________________________Ref. Ind: __________________________ Contract Holder: __________________________Ref. Ind.: __________________________ Contractor’s Manager:__________________________ Date: ________________ Meeting Attendees: S/N Name Company Designation 1. 2. 3. Start time: 1.0 Introduction All personnel should be introduced. The contractor should be introduced to QP’s organisation and systems of work. Documentation required for meeting to be issued including a copy of QP’s HSE Policy and QP Contractor HSE Regulations (if not already issued). 2.0 Organisation and reporting responsibilities This will cover the reporting and communication requirements for the duration of the contract. It will also cover the circulation of documentation, meeting minutes, follow up of action points and the arrangements for future meetings. 3.0 Contract HSE Specification The requirements in the HSE specification for the contract should be clarified. In particular contractor’s attention to be directed to requirements for:

• HSE Management System; • HSE Advisers;

s; • HSE Meeting• HSE Audits;

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• HSE Standards (from the QP Contractor HSE regulations and from work scope specific eering standards, etc.);

HSE Performance reporting

trac ification is to be established.

E ting

o t s d systems have to be in pla a :

pter transport)

stress) f over live equipment

•

d to raise it to the standard required to meet the project objectives agreed.

learly defined action, action parties and realistic target dates should be established. The objective an will cover all major hazards

ferred to above, complies with all relevant QP standards, and is agreed to and accepted by the

controlling sub-contractors should be agreed. Normally would be expected that all sub-contractors should be subject to the same HSE standards as the

0

Un firmed. These

necessarily be in place immediately but could be phased over a period of time, for example:

documentation such as Engin• HSE Training •

on tor’s full understanding of the HSE SpecC

4.0 Hazards Specific to This Contract Under this item the major hazards that are specific to this particular contract as detailed in the HS

ssessment and HSE Specification should be discussed and methods for controlling the risk relaAt he e hazards agreed. It should be clear that increasingly sophisticate

rticular the following hazards where relevant should be discussedce s risk increases. In pa

• control of transportation (land, marine, air –Helico

• journey management • working in the sun (Heat• any heavy lifts, particularly i• work in the vicinity of high voltage cables • work at heights

tie-ins to live equipment • entry into confined spaces• any work which is new to the Contractor or for which he has no experience • any work not covered by the Contractor HSE Regulations

5.0 The Contract HSE Plan Under this heading the Contractors tendered preliminary Contract HSE Plan should be discussed anany required modifications Cof this item is to ensure that the final endorsed Contract HSE PlreContract Holder and Contract Manager. Arrangements for ensuring its implementation should also be discussed and agreed. 6.0 The Control and Arrangements for sub-contractors Under this item, the means for approving anditmain Contractor, including such items as induction courses, training, inspection and audit. Requirements for HSE mentorship of subcontractors should be discussed and agreed. 7. The Pre-execution Requirements.

der this item the matters that should be in place prior to work starting should be conshould be in accordance with those contained in the HSE Specification. They need not all

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• Equipment inspection and issuance of certificate before mobilization of the equipment Prior to the start of the construction of the ba• se camp, all site personnel will be required to have

tte course and their relevant skills training assessed. Prior to the main works starting all site personnel will have attended a site-specific HSE induction;

of the rce will always be trained in first aid.

0

particular it should identify the llowing:

mme

his should discuss the specific arrangements put in place for this particular contract, particularly lated to inspections, audits and meetings. The HSE Monitoring Programme template should be

iscussed and agreed. The HSE reports required and frequency should be highlighted.

0.0 Any other Business

a nded a basic HSE induction •

• The build up of first-aiders will match the build up of the labour force, such that at least 10%workfo

8. The Pre-execution Audit This will cover the administrative arrangements for the audit. Info• When the audit will be conducted • What material/evidence the contractor will be required to produce to support his claims • Who is responsible for producing the notes and action items arising from the audit, if any? • How and when the action items will be followed up, if any? 9.0 HSE Monitoring Progra Tred 1

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APPENDIX 11: WORK OMMENCEMENT HSE CERTIFICATE (HSEFM-QP-01) (To be issued before work starts)

C

W O R K C O M M E N C E M E N T H S E C E R T I F I C A T E Contract Title

Contractor Contract No.

Sub-Contractors

Contract Plan Activity Date Completed Exceptions

Contract HSE Plan / Asatisfactory & Endorsed

rrangements

Kick Off Meeting Held

Key personnel appointed (including HSE by QP Officers) & approved

Residential Camp Accepted

Industrial Site Accepted

Vehicle/Plant/Equipment Accepted

Training Completed

Pre-execution Audit Completed

Essential Audit Items Completed

Site Security Plan Approved

Emergency Response arrangements satisfactory

Authenticity of mentioned Documents Verified

Notes:

On behalf of the Contractor I confirm that the activities stated above have been carried out and we are capable of performing the work in a safe, healthy and environmentally responsible manner.

Responsibility Name Signature Date Contractor’s Authorised Representative

We hereby agree that e HSE status of this Cont ct allows work to proceed, subject to ove th ra the abexceptions.

Responsibility Name Ref. Ind. Signature Date

Contract Holder

QP HSE Adviser

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A RACT EXECUTION HSE AUDIT GUIDELINES FOR HIGH / MEDIUMPPENDIX 12A: CONT ONTRACTSRISK C (HSECL-QP-03)

T m dified by adding or deleting items to make it more appropriate to the contract eing audited.

C

his template can be ob

ONTRACT NO.

C TLEONTRACT TI

Checklist item Checked Section 1: Leadership and Commitment Commitment Is there a feedback system to monitor

reports/comments from the workforce? Are senior managers personally involved in HSE

meetings and audits?

Section 2: Policy and Strategic Objectives Policy n

ctors, buyers and agents, in their working

HSE Policy distributed/available to all employees ocontract particularly new personnel and including subcontralanguages

n Displayed on notice-boards at each work locatio Policy explains how further information should be

obtained

Implementation discussed by line managers witheach employee as part of induction

Supervisors and managers actively involved in implementing policy (e.g. via unannounced site HSinspections, in

E vestigation of incidents)

Revisions brought to attention of all employees

Section 3: Organ s and Documentation isation, Responsibilities, ResourceHSE organisation

e

s

Key personnel executing their responsibilities and job functionsLine management responsibility for HSE being enforced Contract objectives being achieved Manpower levels sufficient so as not to compromisHSE issues Staffing by competent personnel, with training where necessary Contractor's corporate management actively involved in HSE as well as other contract aspect

Sub-Contractors

act being used Subcontractor HSE Plans where identified in contract, being monitored by main contractor Liaison between contractor and subcontractors including discussion of HSE issues

Only approved subcontractors identified in contr

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Checklist item Checked HSE communication

Lines of communication to handle HSE issues in place and functioning Emergency services External links Back-up facilities provided where needed HSE Meetings being held in accordance with contract schedule with management involvement targeting objectives Meeting structure encouraging employee participation Follow-up actions being cleared Communications being documented correctly

Occupational health and welfare

Confirmation of medical fitness of all employees (pre-employment and periodic medical exam) Hygienic status of camp being checked? Noise Survey/ Personal Noise Monitoring Availability of trained first-aiders?

Employee orientation programme

Handbook issue to all new employees On-the-job orientation taking place New employees being selected on basis of competency and are adequately trained Employees to be aware of importance of preventive objective of HSE efforts rather than blame culture Programme subject to appraisal and review

HSE promotion, incentives and awareness

Communications for promotion being actively used Policy posted prominently Promotional methods used where appropriate HSE incentive schemes in place and working?

HSE training programme

Recruitment standards being maintained HSE induction of all employees? Training programme in place for all areas identified in contract

Briefing and debriefing of workforce by supervisors before and after training courses

Course content being monitored to determine effectiveness and relevance

Course training being supplemented by on-the-job training where needed

Proper records being kept HSE being addressed in other courses such as

induction, craft training, supervisory, line management , auditing

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Checklist items Checked HSE professionals

Use of competent personnel, adequately qualified, with correct training including, where necessary, specialised training Reporting relationship with line management in place and effective Active involvement of HSE department in support of the contract

Legislation and standards

Available to all relevant personnel - nominated representative charged with keeping legislation, standards, procedures, rules up to date. Documentation produced where omissions previously identified

Statutory requirements being observed

Section 4: Risk Evaluation and Management The workplace For such examples as working in confined spaces,

working at heights, working over water, HSE in offices, site workshops, working near overhead and underground services, traffic routing, working in adverse weather

Access to the workplace

Access method selection, scaffolding, mobile platforms, etc, ladders and staging

Working with plant and equipment

For such examples as fork-lift trucks, excavators, abrasive wheels, portable tools, hand tools, etc

Tasks and operations

For such examples as demolition, excavations, lifting operations, materials handling, formwork, erection of structures, welding, piling, high pressure water jetting, grit blasting, stressing operations

Working with services and consumables

For such examples as electricity, compressed air, steam, fuels, etc.

Working with hazardous substances

For such examples as dust, fumes, smoke, asbestos, H2S, PCBs, radioactive sources

Availability of MSDS for all chemicals

PPE Availability of PPE for the hazards of the job In adequate quantities and to the required standards Procedures being followed for recording issue to personnel with follow-up inspection and replacement where defective Secure storage available Training in PPE use provided

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Section 5: Planning, Standards and Procedures Legislation and standards

Available to all relevant personnel - nominated representative charged with keeping legislation, standards, procedures, rules up to date. Documentation produced where omissions previously identified

Statutory requirements being observed

Emergency response procedures

Awareness and practice of drills in accordance with contract schedules with feedback of results and recommendations for improvement

HSE Procedures

PTW system in place and working effectively

HSE equipment and equipment HSE inspection

HSE equipment identified in contract provided on site and to the required standards Inspection being carried out on all critical items according to schedule

Potentially hazardous equipment targeted including: - compressed air tools - electricity - portable tools - mechanical plant - rotating machinery - vehicles - maintenance of all equipment

Occupational health and welfare

Facilities defined in contract in place and operating effectively with staffing by adequately trained personnel and with access to medical staff by all employees Contingency plans in place and tested

Hygiene and housekeeping

Site cleanliness and maintenance being observed with management instrumental in keeping adequate standards

Accommodation and catering facilities meeting the required standards

Promotional material being used to assist in maintaining standards

Environmental Monitoring and protective measures in place and being followed

Contingency plans in place and tested

Focus on environmental as well as other job issues.

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Checklist items Checked Section 6: Implementation and Monitoring HSE performance

Use of proposed plan to measure performance Achievement of milestones Numbers and results of audits Clearance of action items HSE Statistics being collected and displayed? HSE performance being measured with feedback of results and discussion at HSE meetings Performance on environmental protection and health issues

Incident investigation and reporting

All HSE incidents including near-misses being reported and investigated promptly in accordance with procedures? Incident investigation method being followed with relevant managers taking a lead Root causes being identified? Results communicated to employees and where appropriate subcontractors and other parties? Improvement in performance being targeted?

Section 7: Audit and Review Auditing Being carried out in accordance with schedule, with

the correct personnel (including management involvement), review of findings and the necessary follow-up and clearance of action items. (Contractor to show tracking and close-out of items to demonstrate effectiveness of HSE follow-up tracking system)

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APPENDIX 12B: CONTRACT EXECUTION HSE AUDIT GUIDELINES FOR LOW RISK CONTRACTS (HSECL-QP-04)

This template can be modified by adding or deleting items to make it more appropriate to the contract being audited.

CONTRACT NO.

CONTRACT TITLE

HSE-MS ITEMS

CHECKLIST ITEM PERFORMANCE INDICATOR

1. Contract Manager and HSE Officer to attend kick-off meetings

Minutes of meetings.

2. Contract Manager to attend site HSE meetings Minute of meetings.

Leadership & Commitment.

3. The HSE Officer will attend all HSE meetings in this contract.

Minute of meetings

1. Provide Contractor written HSE Policy Show HSE Policy Policy & Strategic Objectives

2. Show when Contractor management will brief staff on HSE issues related to the contract.

Show schedule & topics for briefing.

1. Contractor shows who is responsible for HSE in respect of this contract.

Show organisational chart.

2. A listing of Contractor’s staff involved in this contract work team

Show list of names

Organisation, Responsibilities, Resources, Standards & Documentation 3. Contractor shows schedule of HSE events in a one

day work for this contract. List of schedule showing HSE events such as toolbox talks, supervisory checks, etc.

1. Contractor shows list of all that could go wrong during the course of this contract work.

Show list of hazards (hazard register)

2. Contractor shows list of what to do to prevent things from going wrong during the course of the contract work.

Show list of control measures.

3. Contractor shows list of required PPEs. Show list of PPEs. 4. Contractor demonstrates the use of PPEs to work

force. Site briefing report

Hazards & Effects Management.

5. Contractor to use Permit-To-Work. Completed PTW 1. Contractor to carry out HSE induction to staff on site Site interviews. 2. Contractor briefs staff on Emergency Response

Procedures Site interviews.

3. Contractor staff compliance with waste management procedures

Site inspection/interviews.

4. Contractor compliance with transportation requirements (Vehicle & Driver).

Show driving licences/vehicle inspection & maintenance records

5. Contractor journey management system. Show evidence of control e.g. journey logs.

Planning & procedures

6. Medical Certificate of fitness for all staff. Show certificates.

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7. Work site health provisions First – Aid box and First-Aiders.

Site inspections

1. Contractor report of Unsafe Acts/Conditions Unsafe act/condition records

1. Contractor prompt report of HSE incidents/near-misses

Check incident records

2. Contractor report HSE violations Check record of violations

Implementation and performance monitoring

3. Contractor report reports man-hours worked HSE statistics reports 1. Contractor reviews on the reported Unsafe

acts/conditions Evidence of close–out Auditing and

Reviews 2. Contractor Reviews on reported near-misses Evidence of close–out

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APPENDIX 13: CONTRACTOR MONTHLY HSE PERFORMANCE REPORT FORM (HSEFM-QP-02) (To be submitted monthly by Contractor to Contract Holder who will endorse and send to HSE Adviser) A. HSE PERFORMANCE INDICATORS CONTRACT NUMBER: CONTRACT TITLE:

SPONSOR DEPT.: CONTRACTOR:

HSE STATISTICS FOR THE MONTH OF:

Number of EMPLOYEES WORKING ON CONTRACT*:

Number of MAN-HOURS worked (including any overtime) in the month:

Number of FATALITIES in the month: (FAT)

Number of PERMANENT DISABILITIES in the month: (PPD & PTD)

Number of LOST WORKDAY CASES in the month: (LWC)

Number of RESTRICTED WORK CASES in the month: (RWC)

Number of MEDICAL TREATMENT CASES in the month: (MTC)

Number of FIRST AID CASES in the month: (FAC)

Number of NEAR MISSES in the month: (NMs)

Number of UNSAFE ACTS / CONDITIONS reported in month (UA/UC)

TOTAL RECORDABLE OCCUPATIONAL ILLNESSES in month: (TROI)

Number of CALENDAR MAN-DAYS LOST due to SICKNESS ABSENCE

TOTAL RECORDABLE INCIDENTS in the Month: (TRI)

Number of: NON-ACCIDENTAL DEATHS in the month: (NAD)

Number of: ROAD TRAFFIC ACCIDENTS in the month: (RTA)

Quantity of WASTE GENERATED in the Month (Kg):

Number of personnel HSE TRAINED in the month (include HSE induction)

Number of TOOLBOX TALKS held in the month

Number of HSE MEETINGS held in the month

Number of HSE INSPECTIONS/AUDITS held in the month

Number of EMERGENCY DRILLS held in the month MONTHLY LOGISTICS STATISTICS NO. OF VEHICLES/CRAFTS TOTAL KILOMETRES DRIVEN Heavy Vehicles (>3500 kg ) Light Vehicles (Cars, etc) Marine Vessels (MV’s) Names of INJURED PEOPLE ABSENT FROM WORK OR ON RESTRICTED WORK** during the month:

NAME DATE WAS CERTIFIED UNFIT ON WAS CERTIFIED UNFIT ON Names of previously injured people, CERTIFIED FIT TO RETURN TO WORK** during the month, following an LTI absence or a period of restricted work.

NAME DATE RETURNED TO WORK ON RETURNED TO WORK ON Signed by Contractor: Signed by Contract Holder: Position in Company: Reference Indicator: Date: Date:

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NOTES: All returns should relate to the previous calendar month only. * The average should be used if the number of employees fluctuated from day to day during the month. ** Attach additional sheets if necessary B. DEFINITIONS FOR HSE PERFORMANCE INDICATORS

Fatality (FAT) A fatality is a loss of life (death) resulting from a Work Injury, or Occupational Illness, regardless of the time intervening between injury/illness and death.

First Aid Case (FAC) Any one-time treatment and subsequent observation of minor scratches, cuts, burns, splinters, etc., which do not ordinarily require medical care by a physician. Such treatment and observation are considered First Aid even if provided by a physician or registered professional personnel.

Lost Time Injury (LTI)

A work related injury, which renders the injured person unable to perform his regular job or Restricted Work on any day after the day on which the accident occurred. Note: if, in a single Incident 20 people receive lost time injuries, then it is accounted as 20 LTI's (not 1 LTI). Lost Time Injuries are the sum of Fatalities, Permanent Total Disabilities, Permanent Partial Disabilities, and Lost Workday Cases. LTI = (FAT+PTD+PPD+LWC)

Lost Workday Case (LWC)

A Lost Workday Case is any reportable injury other than a Permanent Partial Disability which renders the injured person temporarily unable to perform any regular job or Restricted Work on any day after the day on which the injury was received. In this case "any day" includes rest day, weekend day, scheduled holiday, public holiday or subsequent day after ceasing employment. (Note: This definition deviates from that of OSHA which considers restricted work as a lost workday case). A single Incident can give rise to several Lost Workday Cases, depending on the number of people injured as a result of that Incident. It is a Lost Time Injury.

Medical Treatment Case (MTC)

A Medical Treatment Case is any reportable injury that involves neither Lost Workdays nor Restricted Workdays but which requires treatment by, or under the specific order of, a physician or could be considered as being in the province of a physician. Medical Treatment does not include First Aid even if this is provided by a physician or registered professional personnel.

Near Miss A Near Miss is an incident which could have but did not result in injury, illness, damage, product loss or harm to the company reputation.

Occupational Illness An Occupational Illness is any work-related abnormal condition or disorder, other than one resulting from a reportable injury, caused by or mainly caused by exposure to environmental factors associated with the employment. It includes acute and chronic illness or diseases, which may be caused by inhalation, absorption, ingestion, or direct contact. Whether a case involves a reportable injury or an occupational illness is determined by the nature of the original event or exposure, which caused the case, not by the resulting condition of the affected employee. Injuries are caused by a single event. Some exceptions exist such as malaria and food poisoning which are classified as Occupational Illnesses. Cases resulting from anything other than a single event are considered occupational illness.

Non-accidental death

Any case of death of a person either: - where there is no identifiable incident or trauma involved, or - that is the result of an apparent suicide.

Permanent Partial Disability (PPD)

Permanent Partial Disability is any work injury which results in the complete loss, or permanent loss of use of any part of the body or any permanent impairment of functions of parts of the body, regardless of any pre-existing disability of the injured member or impaired body function. It is a Lost Time Injury.

Permanent Total Disability (PTD)

Permanent Total Disability is any work injury that results in complete inability of the injured person to perform any form of work on a permanent basis. It results in termination of Employment.

Restricted Work Case (RWC)

A work related injury, which renders the injured person unable to perform his regular duties but results in a Restricted Work assignment on any day after the day on which the accident occurred. The Restricted Work assignment must be meaningful and pre-established, or a substantial part of a regular job.

Road Traffic Accident (RTA)

An Incident which has involved a vehicle and which has resulted in actual Injury and/or Damage (Loss) Assets, the Environment or the Company's reputation. For the purpose of Incident Reporting procedures, windscreen damage caused by thrown up road debris e.g. stone chips shall not be statistically reportable unless more serious damage or personal injuries occur as a result.

Risk Assessment Matrix (RAM)

The Risk Assessment Matrix (RAM) is a tool that standardises qualitative risk assessment and facilitates the categorisation of risk from threats to health, safety, environment and reputation. The matrix axes, consistent with one definition of risk, are Severity of consequences and Likelihood.

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APPENDIX 14: HSE DEVIATIONS APPROVAL FORM (HSEFM-QP-04) H S E D E V I A T I O N S A P P R O V A L F O R M *

Name Ref. Ind. Name Ref. Ind.

From: Contract Holder

To: Contract Sponsor

Contract Title

Contractor

Contract No.

Sub-Contractor

Application To Authorise a Deviation from Agreed HSE Requirement(s)

Details of deviation Required (procedure, method, equipment, etc.):

1. 2.

Reason(s) for Deviation • • •

Scope of Deviation (summary of extent):

Duration of Deviation: Start Date: Time:

End Date: Time:

Details of Control Measures:

Hazards 1. 2. 3.

Controls 1. 2. 3. 4.

Notes:

I confirm that the activities in the contract covered by this HSE deviation application will be executed in a safe, healthy and environmentally responsible manner. Name Signature Date Contractors Manager

Contract Holder

QP HSE Adviser

I hereby approve the deviation be allowed for this Contract to allow work to proceed, subject to the full implementation of the HSE risk management controls. Name Signature Date Contract Sponsor

* Please attach additional sheets of details if necessary

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APPENDIX 15: QP HSE CLOSE-OUT AND SITE RESTORATION CERTIFICATE (HSEFM-QP-03) (To be issued to Contractor at the end of the contract)

Q P H S E C L O S E - O U T & S I T E R E S T O R A T I O N

C E R T I F I C A T E Contract Title Contractor Contract

No.

Sub-Contractors Site Restoration Activity Date

Completed Exceptions

Demobilisation Date Approved

Requirement for Isolation of Facilities (telecoms, electricity, water) notified to QP

Residential Camp Inspection Completed

Office Inspection Completed

Industrial Area Inspection Completed

Worksite Inspection Completed

All QP Assets handed over to QP

All Outstanding materials handed over to QP

Records of Wastes generated and managed handed over to QP

Overall HSE performance Report for the Contract submitted

Notes:

On behalf of the Contractor I confirm that the activities stated above have been carried out and we have restored the sites according to the Contract Requirements

Responsibility Name Signature Date Contractors Authorised Representative

We hereby agree that the site has been satisfactorily restored and the HSE status of this Contract therefore allows the Contractor to demobilize subject to the exceptions listed above.

Responsibility Name Ref. Ind. Signature Date Contract Holder

QP HSE Adviser



APPENDIX 16: FINAL CONTRACT HSE PERFORMANCE REPORT FORM (HSEFM-QP-05) Suggestions to aid completion of the form are provided in italics in the ‘item’ column. The rating should be done in quantitative terms by scoring the contractor points from 0 – 10 on each of the items indicated. The reason for the rating should be given in the ‘Remarks’ column. Remarks should be kept as brief as possible. The overall score for the contractor’s performance should be calculated to enable comparison between contractors. CONTRACTOR CONTRACT NUMBER CONTRACT TITLE SPONSOR DEPARTMENT CONTRACT START DATE CONTRACT

END DATE

S/N SUBJECT ITEM SCORE REMARKS1 Leadership and Commitment Did management promote a strong HSE culture?

Were sufficient resources allocated to manage HSE?

Were all deficiencies cleared promptly and effectively?

2 Implementation of HSE Policy Was Policy communicated and enforced? 3 Implementation of Contract

HSE Plan Was the Contract HSE Plan followed as required?

Was the Contract HSE Plan updated as required?

4 Effectiveness of HSE Organisation

Were the resources provided adequate?

Did all systems perform to standard?

Did the organisation learn from mistakes?



5 Employee HSE Induction,Training and competence

Was HSE induction carried out for all staff as required?

Rate HSE training and competence for HSE professionals

Did management respect their role? Was HSE training and competence for HSE

professionals satisfactory? 6 Sub-Contractor HSE

Management Rate monitoring of sub-contractors

Did sub contractors perform to the same standard as the contractor?

Were efforts made to improve when deficiencies were noted?

7 HSE Meetings & Tool Box Talks

Was a cascaded hierarchy of meetings in place and held regularly?

Were HSE meetings attended by all personnel and effective?

Were toolbox talks conducted regularly? Were toolbox talks attended by all relevant

personnel and effective? 8 Driving/Journey Management Were all vehicles and drivers to specification? Was journey management followed 9 Quality of Contractor’s HSE

Manual and Documentation Rate availability of required HSE documentation (manuals, procedure, standards, etc.)

Rate quality of HSE documentation Rate usage of HSE documentation 10 Emergency Response

Procedures Were all credible scenarios supported by procedures?

Were procedures tested and improved when found lacking



11 Safety Rules/Job Instructions Were correct rules in place based upon job hazard analysis?

12 Accident InvestigationProcedure

Were all incidents reported promptly to standard?

Were all incidents investigated to standard? Were all Near-misses also reported and

investigated to standard? 13 Implementation of QP HSE

Standards including Contractor HSE Regulations

Were the requirements of the standards and regulations followed and incorporated in to contractor standards?

Rate compliance to standards and procedures (Also briefly summarise major contravention’s of standards in the remark column).

14 HSE Performance Reporting Were HSE performance report submitted regularly as required?

15 HSE Performance Statistics Did HSE performance meet targets in terms of: 16 FAT Number of Fatalities (State number, score and

describe briefly any fatalities (cross reference to reports).

Rate and comment on contractor response to investigation recommendations

17 Lost Time Injuries (LTI’s) Number of LT'I’s recorded (State number, score, and Brief comment on reasons for LTI’s)

18 Lost Time Injury Frequency (LTIF)

State calculated figure, score, and comment on contractor response to investigation recommendations

19 Total Recordable Cases (TRC) Number of’TRC’s recorded (State number, score, and Brief comment on reasons for TRC’s)

20 Total Recordable Case Frequency (TRCF)

State calculated figure, score, and comment on contractor response to investigation recommendations



Man-hours worked for Total workforce for duration of contract

(State figure for record purposes only in the remark column)

21 Maintenance and Control of Plant

Rate suitability of plant (e.g. power generators, earth moving equipment, etc.)

Was Plant equipment well maintained and capable of completing the work?

22 Maintenance and Control of Other tools and Equipment

Rate suitability of other tools and equipment

Were other tools & equipment maintained and capable of completing the work?

23 Camp Facilities / Hygiene Were standards maintained? Were there any outbreaks of illness? 24 Site Restoration Completed to the standard required? 25 Waste Management Conducted according to standard? 26 Contractor’s HSE inspections Did contractor conduct inspections on own

activities and sub-contractor’s activities?

Rate quality of these inspections and follow-up of actions

27 HSE audits Did contractor conduct audits on own activities and sub-contractor’s activities?

Rate quality of these audits and follow-up of actions

28 HSE Close out Report Report submitted? Rate quality of report 29 QP Conducted HSE

Inspections Rate the level of deficiencies and summarise the main findings and conclusions (less deficiencies attract higher score)

30 QP conducted HSE audits Rate the general effectiveness of contractors HSE systems and summarise the main findings and conclusions



31 Management Review Was this carried out? Was this a ‘learning’ organisation prepared to improve?

Total Score Total Maximum Score Overall Percentage score

SUMMARY OF CONTRACTOR’S PERFORMANCE ON HSE MANAGEMENT IN THE CONTRACT (To include lessons learned and suggestions for improvement)

SUMMARY OF QP MANAGEMENTOF HSE ON THE CONTRACT (To include lessons learned and suggestions for improvement)

Report Compiled By ________________________ Reviewed By _____________________ Date: _________________________ Date: _____________________

Contract Holder Ref. Ind: Sign: Date_____________________

Contract Holder

Ref. Ind: Sign: Date_____________________

Contract Sponsor

Ref. Ind: Sign: Date_____________________