control of contractors and other relevant parties · control of contractors and other relevant...
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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
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: 2 of 16
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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
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: 3 of 16
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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
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: 4 of 16
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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.
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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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.
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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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.
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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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;
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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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.
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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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
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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.
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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).
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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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.
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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.
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6.2 Abu Dhabi Environmental, Health and Safety Management System (AD
EHSMS) – CoP 21.0 – Permit to work Systems.
6.3 Abu Dhabi Environmental, Health and Safety Management System (AD
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.
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Annexure 1
EHS Contract Requirements
MANAGEMENT SYSTEM MANUAL Control of Contractors & Other Relevant Parties
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Record of Reviews & Revisions
REV. DATE
ISSUED
DESCRIPTION OF REVISION REVIEWED
BY AUTHORIZED
BY PAGE NO COMMENT