control of contractors and other relevant parties · control of contractors and other relevant...

MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties

Document No: KU – FD – EHS – MSM – 11 Issue no: 01 Issue Date: 19.11.2012 Page: 1 of 16

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CONTROL OF CONTRACTORS AND OTHER RELEVANT PARTIES




Title of Document : Control of Contractors & Other Relevant Parties

Document No. : KU – FD – EHS – MSM – 11

Issue No. : 01

Issue Date : 19/11/2012

Revision No. :

Revision Date :

Activity Name / Designation Signature Date

Prepared by Roberto Macahig EHS Assistant

04/09/2012

Reviewed / Updated by Belal Irshaid H&S Manager

07/10/2012

Endorsed for Approval by Ahmed Sherif

Facilities Management Director

11/11/2012

Approval & Issue by Ebrahim Alahmed

Administration & Finance Vice President

19/11/2012




CONTENTS

1. PURPOSE: ............................................................................................................. 4

2. SCOPE: .................................................................................................................. 4

3. RESPONSIBILITIES: ............................................................................................ 4

4. ABBREVIATION / DEFINITIONS:....................................................................... 6

5. PROCEDURE: ....................................................................................................... 7

5.1 GENERAL: .............................................................................................................. 7

5.2 SELECTION: ........................................................................................................... 8

5.3 PURCHASING PROCESS: ..................................................................................... 8

5.4 WORK EQUIPMENT’S: ........................................................................................... 9

5.5 CONTRACTUAL AGREEMENT: ........................................................................... 10

5.6 RISK ASSESSMENT: ............................................................................................ 11

5.7 CO-ORDINATION, COMMUNICATION, AND INDUCTION: ................................. 11

5.8 PERMIT TO WORK: .............................................................................................. 12

5.9 MOBILIZATION / WORK IN PROGRESS: ............................................................ 12

5.10 PERSONAL PROTECTIVE EQUIPMENT: ............................................................ 13

5.11 HYGIENIC MAINTENANCE: ................................................................................. 13

5.12 MONITORING PERFORMANCE: .......................................................................... 13

6. REFERENCE STANDARDS: ............................................................................ 13

7. ANNEXURE: ........................................................................................................ 14

8. RECORDS / DOCUMENTS / FORMATS: ........................................................ 14




1. Purpose:

The purpose is to ensure a systematic approach to the management of contractors,

as KU recognizes that contractors are a crucial part of our operation, in order to

minimize risks to the environment, health and safety of contractors, employees,

general public and other interested parties.

Also to provide guidelines for the Environmental, Health and Safety (EHS)

management of contractors working on behalf of or within the premises of Khalifa

University.

2. Scope:

This procedure covers Environment, Health and Safety issues for all types and forms

of contract services within KU.

3. Responsibilities:

3.1 EHS Management Committee Representative: Responsible for

Ensure necessary resources are available for the effective

implementation and maintenance of this procedure.

Ensure that the management of contractors in KU is in accordance with

legislative requirements.

Reporting to top management on the performance of this procedure and

any need for improvement.

3.2 Section Managers: Responsible for

Ensure that this procedure is implemented and maintained in their section

activities.

Support contract supervisors / project officers in setting up the required

EHS requirements within each contract.

Support Contracting & Procurement Department personnel / Project

personnel in monitoring the EHS performance of the contractor.

3.3 Procurement & Purchasing Department Director: Responsible for

Application of this procedure in all contractors’ pre-evaluation and

purchasing activities.

Ensure KU supplier standards and EHS requirements are met by all

contractors working for or on behalf of KU.

Inform any changes required in the procedures to suit their section

activities/ requirements.




3.4 EHS Manager: Responsible for

Implementation and effective Maintenance of this procedure.

Ensure that all EHSMS requirements are recorded in all KU contracts,

depending on their EHS risk levels.

Communicating this procedure to all levels of KU.

Setting schedule and ensure carrying out the applicable inspections and

audits on all contractors.

Enforcing Pre-contract assessment and approval of EHS management for

contractors.

Applying the respective contractual disciplinary processes when required.

3.5 EHS Auditors: Responsible for

Carrying out Pre-contract assessment and approval of EHS management

for contractors as applicable.

Providing necessary advices and instruction to EHS Inspectors for the

implementation of this procedure and monitoring of contractors.

Checking, monitoring and auditing contractor’s performance through

premises observations and documentation.

Implementation of this procedure in the area of responsibility and

accountability or where they have engaged a contractor.

Scheduling and completion of contractors EHS Induction.

Management of contractors in relation to workplace specific hazards and

ensuring contractor’s proposed work methods do not place themselves

and / or other employees at risk.

Notifying all non-compliances of contractors to EHS Manager and other

concerned sections for corrective / preventive action.

Prepare contractor safety reports on a monthly basis and submit it to EHS

Manager / EHS System Development and Auditing section.

3.6 EHS Inspectors: Responsible for

Effective implementation and monitoring of this procedure in all KU

activities, as applicable.

Advising all contractors / sub-contractors to meet KU / EHSMS

requirements.

Monitoring & reporting all non-compliances of Contractors to EHS System

Development and Auditing Section.

Periodical monitoring of all contractors and performance reporting to

System Development and Auditing Section Head.




3.7 Procurement Department Personnel: Responsible for

Ensuring the prequalification process is completed prior to awarding the

contract.

Ensuring the contractor has successfully completed the contractor

induction process prior to commencing any kind of work in KU.

Ensuring that contact is maintained with the contractor, providing job

supervision and inspection of the EHS related to the work.

Ensure safe premises are provided for contractors to carry out their work.

3.8 Contractors / Subcontractors: The responsibilities of contractors are:

Comply with all contractual requirements stated within the contract

document including their competency to do the job awarded.

Comply with all appropriate standards, including AD EHSMS and all laws

and regulations of the UAE.

Comply with and provide the qualifications, training, experience and

certificates of competency that are required for the job.

Have an established, implemented, and maintained EHSMS, or follow

KU’s EHS in case they don’t have their own.

Maintain KU premises in which they work in safe and healthy manner,

and environmentally protected for themselves and for the staff of KU.

Organize safe tools and systems of work.

Usage of tools in safe way and follow safe work system.

Provide MSDS for all chemicals, and communicate the hazard information

associated with such chemicals to all.

Control, instructions and supervision of all their staff and in particular,

their subcontractors and their young or inexperienced workers.

Communicate regularly with their KU Contracting & Procurement section

personnel / Project personnel in all EHS matters.

4. Abbreviation / Definitions:

EHSMS Environment, Health and Safety Management System

MSM Management System Manual

Contractor: A firm which has entered into a legal contract to supply services

or material to KU. This covers the service providers, contractors,

subcontractors, and suppliers. It could be also applied to suppliers who are

available to provide services but are not currently in a contractual relationship

with KU.




Subcontractors: Any person or business entity engaged by the primary

contractor to assist with the contracted work.

A supplier: A person, organization, their employees or a nominated

representative engaged to supply goods. A supplier may be distinguished

from a contractor or subcontractor, who commonly adds specialized input to

deliverables. A Supplier is also commonly called a vendor.

Machinery: A machine is normally regarded as being a piece of equipment

which has moving parts and, usually, some kind of drive unit. Examples

include: metalworking drills, circular saws, and baling machines.

5. Procedure:

5.1 General:

Contractor, who executes the works in KU, is ultimately responsible for the

entire safety of all site operations in accordance with conditions of contract.

Contractors shall comply with all requirements described in this procedure

without deviating from his responsibilities under the contract.

The contractor must, throughout the progress of the works shall comply with

his duties under all approved codes and all relevant health and safety

legislation. Where no specific legislative requirements exist, contractors are

complying with guidance provided by codes of practice or industry standards

as a minimum standard of safety.

The contractors are responsible for ensuring compliance with this document

throughout the project / contract including the activities of his appointed sub-

contractors or temporary visitors.

The contractors must submit with any tender, or if there are no tender

required, prior to any work commencing, and the following:

Contractor’s company Health, Safety and Environment (EHS) Policy.

Details of any prohibition or improvement notices and prosecutions or

those pending by the enforcing authorities, during the last 3 years.

Risk Assessments and method statements.

Copies of employers liability and public liability insurance certificates

Experience with similar projects.

References.

To manage the health and safety risks arising from contractors, KU

management shall implement the following contract management process,

which includes;




Selection - a procedure for the selection of contractors that includes

scrutiny of their EHS management systems for compliance.

Contractual Agreement - once selected, a contractual agreement is

being adopted between KU and the contractor that includes a clear

scope of work and the KU’s specific requirements, including the

requirements for EHSMS.

Coordination, Communication, and Induction - an agreed method of

coordination of contractor’s and KU’s activities, with clear

arrangements for communication and induction of the EHS information

and requirements to all relevant stakeholders;

Mobilization / Work in Progress – the process of mobilization and

implementing work activities to achieve the successful completion of

the scope of work within agreed time frame.

Monitoring Performance - The measures used to periodically evaluate

contractors’ EHS performance against KU’s EHS /IMS requirements.

Subcontractors are the direct responsibility of the primary (main) contractor.

All subcontractors are considered as part of the main contractor team and

follow the same rules and regulations required by the main contractor.

5.2 Selection:

KU ensures suitable means for the selection of contractors and/or

consultants.

This will include provisions for the inspection of contractors and/or

consultants EHS management systems for compliance.

In selecting contractors and/or consultants, KU ensures, as far as is

possible and appropriate, that contractors and/or consultants have

appropriate EHS resources, experience and competence to complete

the required tasks without risk to health and safety and without

environmental impacts.

In making this assessment, KU takes into account the complexity of the

scope of works to be completed and the levels of risk involved.

All contractors and/or consultants shall be prequalified and only those

satisfy KU requirements will be invited to participate in the project.

5.3 Purchasing Process:

All purchases are being tracked using the KU purchasing software

tracking system.

The Procurement & Purchasing Department evaluate and pre-qualified

suppliers prepare Purchasing Orders and report nonconformities to the

supplier contracts.




Purchase Orders are being approved in accordance with KU approval

limits.

Purchasing Section considers any applicable Statutory or Regulatory

requirements prior to placing orders.

5.4 Work Equipment’s:

If your business or organization uses work equipment or is involved in

providing work equipment for others to use (E.g.or hire), you must manage

the risks from that equipment. This means you must:

Ensure the equipment is constructed or adapted to be suitable for the

purpose it is used or provided for

Take account of the working conditions and health and safety risks in

the workplace when selecting work equipment

Ensure work equipment is only used for suitable purposes

Ensure work equipment is maintained in an efficient state, in efficient

working order and in good repair

Where a machine has a maintenance log, keep this up to date

Where the safety of work equipment depends on the manner of

installation, it must be inspected after installation and before being put

into use

Where work equipment is exposed to deteriorating conditions liable to

result in dangerous situations, it must be inspected to ensure faults are

detected in good time so the risk to health and safety is managed

Ensure that all people using, supervising or managing the use of work

equipment are provided with adequate, clear health and safety

information. This will include, where necessary, written instructions on

its use and suitable equipment markings and warnings

Ensure that all people who use, supervise or manage the use of work

equipment have received adequate training, which should include the

correct use of the equipment, the risks that may arise from its use and

the precautions to take

Where the use of work equipment is likely to involve a specific risk to

health and safety (e.g. Woodworking machinery), ensure that the use

of the equipment is restricted to those people trained and appointed to

use it

Take effective measures to prevent access to dangerous parts of

machinery. This will normally be by fixed guarding but where routine

access is needed, interlocked guards (sometimes with guard locking)

may be needed to stop the movement of dangerous parts before a

person can reach the danger zone. Where this is not possible – such

http://www.hse.gov.uk/woodworking/workingmachine.htm




as with the blade of a circular saw – it must be protected as far as

possible and a safe system of work used. These protective measures

should follow the hierarchy laid down in PUWER regulation 11 (2) and

the PUWER Approved Code of Practice and guidance [5] or, for

woodworking machinery, the Safe use of woodworking machinery:

Approved Code of Practice and guidance.

Take measures to prevent or control the risks to people from parts and

substances falling or being ejected from work equipment, or the rupture

or disintegration of work equipment

Ensure that the risks from very hot or cold temperatures from the work

equipment or the material being processed or used are managed to

prevent injury

Ensure that work equipment is provided with appropriately identified

controls for starting, stopping and controlling it, and that these control

systems are safe

Where appropriate, provide suitable means of isolating work equipment

from all power sources (including electric, hydraulic, pneumatic and

gravitational energy)

Ensure work equipment is stabilized by clamping or otherwise to avoid

injury

Take appropriate measures to ensure the maintenance [8] operations

on work equipment can be carried out safely while the equipment is

shut down, without exposing people undertaking maintenance

operations to risks to their health and safety

When providing new work equipment for use at work, you must ensure it

conforms with the essential requirements for example the European

Community law (for new machinery this means the Machinery Directive).

You must check it:

Is CE, SA, UL, CCC marked or other relevant marking.

Comes with a Declaration of Conformity.

Is provided with instructions in English

Is free from obvious defects – and that it remains so during its working

life

5.5 Contractual Agreement:

KU provides a clear scope of works to all contractors that include:

EHS roles, responsibilities and accountabilities of all relevant

stakeholders, including employees, contractors, suppliers, visitors, and

the public, are clearly defined and communicated.

http://www.hse.gov.uk/pubns/books/l22.htm



http://www.hse.gov.uk/safemaintenance/permits.htm




Chronological breakdown of activities to be performed under the

contract up until the completion of the project.

Describe in sufficient detail to enable prospective contractors to

understand the complexity, potential hazards and the level of risk of the

work to be performed.

Requirements of contractors with respect to KU’s EHSMS and AD

EHSMS.

Relevant project EHS documentation (e.g. Site safety plans, EHS

reports, EHS procedures, permit systems and EHS Policy).

5.6 Risk Assessment:

Prior to the commencement of any work on site, the contractors shall

nominate a competent person to be responsible for coordinating risk

assessments of all operations where the risk is foreseeable and ensuring

that appropriate control measures are established and incorporated into safe

systems of work. The contractors are using these safe systems of work as

the basis for the health and safety method statements. All method

statements are developed in a reasonable time to allow coordination of

hazardous works.

All risk assessments are being reviewed and revised as necessary to

accommodate any changes in methods of working, plant, equipment,

material and/ or site development. KU personnel are available to liaise on all

matters of health and safety relevant to these risk assessments.

5.7 Coordination, Communication, and Induction:

The principal contractor ensures that all employees (including sub-

contractors) are adequately trained and competent to carry out their

particular duties or tasks including driving plant and operating equipment.

KU allocates appropriate levels of planning, coordination,

communication, and induction if necessary, to the management of

contractors.

Coordination and communication activities may include the following,

depending on the nature of the task:

o Forward planning of work activities and tasks between the different

contractors and KU;

o Risk assessment of work activities and tasks;

o Participation in consultative activities;

o Contractors’ employees’ welfare and transportation activities; and

o Communication of EHS information (including hazard alerts, site

safety alerts and incident or near miss reports).




The contractor induction process includes the following, depending on

the nature of the task:

o Before commencing work in KU, contractors shall attend a general

EHS induction training program unless they are only undertaking

minor activities.

o Ensure the completion of the task risk assessment and the

necessary safety induction training by EHS personnel.

5.8 Permit to work:

The contractor ensures that when working within KU projects all “Permits to

Work” or authorizations have been obtained from the concerned Project

Manager for the type of work covered in the following clauses of this

document.

Hot / Cold work permit.

Confined spaces.

Electrical equipment.

Mechanical Permit.

Excavations and openings.

Working at Height.

Any other high risk activity that may require a Permit system ( e.g.,

maintenance work on live pressurized systems etc.).

Where the assessment conducted identifies high risk activities which

demand the strict application of an approved safe system of work, the

contractor shall devise and operate appropriate control measures which may

include a “permit to work” system under the direct supervision of an

appointed competent person.

5.9 Mobilization / Work in Progress:

KU as far as is reasonably practicable, ensures:

That contractor is performing work activities in a manner that is safe for

employees and the community, as well as in a manner that protects the

environment;

That contractor has an approved EHSMS, or, if contractors do not have

an approved EHSMS, then KU may at their discretion induct and train

contractors to adopt the KU compliant EHSMS.

Those contractors are applying EHS systems and practices suitable for

the work being carried out.




5.10 Personal Protective Equipment:

The contractors’ risk assessments are carried out to identify those aspects

of the work for which personal protective equipment (PPE) are being

prescribed. The contractor selects PPE appropriate to the work hazards

identified. Contractor employees shall receive suitable training in the use of

PPE. Adequate arrangements are being made for the storage, cleaning,

maintenance and replacement of PPE. Reassessment of all PPE provided

shall be carried out at regular intervals as methods of working or working

conditions change to ensure that the appropriate PPE is being used.

5.11 Hygienic Maintenance:

It is critical that all contractors; especially those engaged within preparation,

handling and maintenance operations that may be required to work in areas

where biological materials (slaughterhouses) are being handled, to

recognize that the way they handle and conduct their work can present a

serious threat, so that adequate precautions are taken to prevent

contamination from all foreseeable sources.

5.12 Monitoring Performance:

KU as far as reasonably practicable, monitor contractors’ performance

and compliance with EHS requirements, including:

o Monitor contractor safety performance (in line with KU EHSMS and

AD EHSMS key performance indicators):

o Monitor the performance of contractors to ensure that all EHS

requirements are met;

o Monitoring through regular site inspections, if appropriate;

o Monitoring compliance through audits of the contractor’s EHSMS;

and

o Monitor and follow up on corrective and preventive actions after

incidents, near misses or accidents.

In addition, KU;

o Reviews contractors EHS performance, incident and near-misses

reports, third party reports and complaints;

o Conducts EHS performance meetings with the contractor, when

appropriate; and

o Advises the contractor on control measures and in the case of

detecting any incident, near-miss, or non-conformity.

6. Reference Standards:

6.1 Abu Dhabi Environmental, Health and Safety Management System (AD

EHSMS) – Element 03: Management of Contractors.





EHSMS) – CoP 21.0 – Permit to work Systems.


EHSMS) – AD EHS RI – Mechanism 6.0 – EHSMS Performance and

Incident Reporting

6.4 ISO 14001:2004 standard – Requirement 4.4.6.

6.5 OHSAS 18001:2007 standard – Requirements 4.4.6.

7. Annexure:

7.1 Annexure 1 – EHS Contract Requirements.

8. Records / Documents / Formats:

8.1 Pre/Post Purchasing Checklist No.: KU – FD – EHS – CHE – 14.

8.2 EHS Contractor Evaluation Form No.: KU – FD – EHS – FOR – 52.

8.3 EHS Contractor Evaluation Register No.: KU – FD – EHS – REG – 14.

8.4 New machine checklist No.: KU – FD – EHS – CHE – 13.

8.5 EHS Pre-qualification Questionnaire No.: KU – FD – EHS – FOR – 109.

Pre%20Post%20Purchasing%20Checklist.doc

Contractor%20Evaluation%20Form.doc

Register

New%20Machine%20Checklist.doc

EHS%20Pre%20Qualification%20Questionnair.doc




Annexure 1

EHS Contract Requirements




Record of Reviews & Revisions

REV. DATE

ISSUED

DESCRIPTION OF REVISION REVIEWED

BY AUTHORIZED

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