Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents Provide the following evidence to assist Saudi Aramco in evaluating the effectiveness of your company’s safety program. “Evidence” includes both: (1) written written statements of what your company intends to do (e.g., in your corporate safety program), and (2) samples of recent afterthe-fact actual records (at least 5 records over a time period of at least six months) to verify proper implementation (e.g., signed attendance sheets, meeting minutes, training records, certificates, completed checklists). Written programs are to specify: specify: (1) the the responsibilities of involved personnel, (2) minimum requirements/procedures for successful implementation of the program, (3) training on the program to be provided to personnel responsible for implementing the program, and (4) recordkeeping (documentation/forms to be maintained). All submitted documents and records are to be in English and be be submitted in the order listed below, with tabs clearly separating each section.
WORK EXPERIENCE – – Submit your company’s: company’s: (1) full name, name, (2) mail address, (3) commercial registration number, (4) Saudi Aramco vendor number, and (5) list of specific work disciplines/crafts for which your company is seeking to be approved to perform contractual work within Saudi Aramco (e.g., civil, mechanical, HVAC, electrical), including including evidence of your company’ s past experience performing this type of work.
I. SAFETY PROGRAM ELEMENTS A. Line Accountability Provide at least the following evidence of your company management’s safety commitment, safety reporting relationships within the company, and specific management and employee responsibilities regarding safety:
1. Written statement of your company management’s safety commitment (e.g., ( e.g., safety policy statement) that is signed by your company’s top management (e.g., CEO, Owner). 2. Organizational chart, etc., that clearly defines the safety reporting relationships (1) within your company and (2) between your company’s field operations and Saudi Aramco. 3. Clear and complete definition of safety responsibilities for your company’s (1) senior management, (2) project managers, (3) supervisors/foremen, and (4) employees. 4. Official written statement that every employee has the right to (1) stop his own work and to (2) stop the work of others due to unsafe conditions or acts.
Guide Number 07-004-2010
Page 1 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents B. Employee Safety Orientation Provide evidence that your employees receive an appropriate company safety orientation:
1. Written new employee safety orientation program, which specifies the: (1) responsibilities of involved personnel, (2) minimum requirements/procedures for successful implementation of the program, (3) training on the program to be provided to personnel responsible for implementing the program, and (4) recordkeeping (documentation/forms to be maintained). 2. List of topics covered by your new employee safety orientation program, which are applicable to the hazards of your company’s operations and the employee’s type of work. 3. Recent records (at least 5) to verify proper implementation of your company’s safety orientation program (e.g., signed attendance sheets, employee training r ecords).
C. Training/Certification Provide at least the following evidence that your company’s employees receive safety training, job skills/craft competency training, and required certifications:
1. Written safety training program that includes: (1) a description of the basic safety training courses (e.g., first aid, fire safety, hazard recognition, confined space safety, H 2S safety, driving safety) provided to your company’s employees, (2) how these safety training courses are delivered (e.g., in-house, third-party), and (3) which of these courses are required for each type of job (e.g., documented in a safety training matrix or safety training plan). 2. Recent records (at least 5) to verify proper implementation of your company’s safety training program (e.g., signed attendance sheets, employee training records). 3. Written job skills/craft competency training program that includes: (1) a description of the specific job skills/craft training courses required for each type of job (e.g., HVAC technician, plumber, pipefitter, scaffolder, welder) that are specific to their work for Saudi Aramco, (2) how these job skills/craft training courses are delivered (e.g., in-house and/or third-party), and (3) refresher training fr equency. 4. Recent records (at least 5) to verify proper implementation of your co mpany’s job skills/craft training program (e.g., signed attendance sheets, employee training records). 5. List of jobs performed by your company’s employees that require Saudi Aramcoapproved certification (e.g., scaffold supervisor/inspector, crane/heavy equipment operator, rigger, welder). 6. Sample copies of valid and current certificates earned by your company’s personnel for each type of job that requires certification.
Guide Number 07-004-2010
Page 2 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents
D. Behavioral Compliance Provide at least the following evidence of how your employee compliance with safety rules and regulations is achieved, including your company’s performance appraisal, safety incentive/recognition, and disciplinary action programs:
1. Written employee and supervisory performance appraisal program (specifying responsibilities, requirements/procedures, training, and recordkeeping) that includes safety performance. 2. Recent records to verify that employee and supervisory performance appraisals, which include safety performance, are conducted. 3. Written safety incentive/recognition program to encourage and improve safe work performance (e.g., a safety suggestion program). 4. Recent records to verify proper implementation of your safety incentive/recognition program. 5. Written employee disciplinary action program that includes safety issues. 6. Recent records to verify proper implementation of your employee disciplinary action program, including safety-related disciplinary actions.
E. Safety Meetings Provide at least the following evidence that periodic safety communication meetings (e.g., weekly safety meetings) are conducted, and that safety is an agenda item at regular internal contractor management meetings:
1. Written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for periodic (e.g., weekly) safety communication meetings. 2. Recent records that periodic (e.g., weekly) safety communication meetings are held, including safety topics discussed and meeting f requency. 3. Written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for brief pre- job (“toolbox”) craft safety meetings to address job-specific safety issues prior to beginning a different work activity. 4. Recent records to verify that safety is an agenda item at your regular internal company management meetings.
Guide Number 07-004-2010
Page 3 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents
F. Safety Inspections Provide at least the following evidence that periodic safety inspections of job sites by contractor site management, on-site supervisors, and employees are conducted, findings documented, and corrective actions taken:
1. Written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for conducting planned and documented job site safety inspections by contractor site management, on-site supervisors, and employees. 2. Recent records to verify that job site safety inspections are (1) conducted by contractor site management, on-site supervisors, and employees (e.g., completed checklists), and (2) corrective actions have been taken. 3. Written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for ongoing safety inspections of tools and equipment. 4. Recent records to verify that (1) ongoing safety inspections of tools and equipment are conducted (e.g., completed checklists), and (2) corrective actions have been taken.
G. Incident Reporting & Investigation Provide at least the following evidence (including actual completed incident report forms) of established procedures for injury/incident/near-miss reporting, root cause analysis, and follow-up of recommendations:
1. Written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for reporting and investigating incidents, as per Saudi Aramco General Instructions (GIs) 6.001, 6.007, 6.024. 2. Written scope of your company’s incident reporting program (e.g., does it include reporting of injuries/illnesses, near-misses, and root cause analysis of incidents as described in GI 6.003). 3. Recent records to verify that: (1) incidents are being reported in your company, (2) specific and closed-ended recommendations (with estimated completion date and responsible party identified) have been developed as a result of your company’s incident investigations, and (3) corrective actions have b een taken. 4. Recent records to verify that your company provides a monthly incident/injury statistical summary to your clients/customers (e.g., to Saudi Aramco proponent organizations as per GI 6.007).
Guide Number 07-004-2010
Page 4 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents II. JOB-SPECIFIC SAFETY APPROACH Provide the following information to assist Saudi Aramco in evaluating your company’s procedures that specifically address the following for each separate job.
A. Hazards Understood Provide at least the following evidence of your company’s procedures to identify and mitigate safety and health hazards your employees may encounter while performing contracted work: 1. Written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for identifying, evaluating, and controlling workplace hazards (e.g., Hazard Identification Plan [HIP], Job Safety Analysis [JSA]). 2. Recent records from previous jobs to verify that your company has actually implemented procedures to (1) identify, (2) evaluate, and (3) control workplace hazards.
B. Personal Protective Equipment (PPE) Provide at least the following evidence of your company’s pr ocedures for assessing PPE needs, the specified quality/standards (e.g., ANSI) of each type of PPE purchased, and employee training in the proper use of PPE: 1. Written personal protective equipment (PPE) program (specifying responsibilities, requirements/procedures, training, and recordkeeping), as well as a list of the specified standards (e.g., ANSI #) for each type of PPE purchased by your company. 2. Records (e.g., purchase orders/invoices, copies of PPE labels/markings, manufacturer’s literature) that each type of PPE purchased by your company actually meets the above specified standards (e.g., ANSI #). 3. Records that PPE needs assessments are conducted for non-standard issue PPE (e.g., other than hardhats, safety glasses, hearing protection, and safety shoes). 4. Recent records (e.g., signed attendance sheets with topics covered) that training is provided for your employees on the proper use of PPE.
C. Emergency Response Procedures Provide the following, including sample(s) of your company’s Emergency Response Pl an(s), which identify and address credible emergencies, resources, and training/drills, as well as emergency medical capabilities (e.g., clinic/hospital arrangements, certified nurse, ambulance, first aid supplies).
Guide Number 07-004-2010
Page 5 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents 1. Samples of previously prepared Emergency Response Plan(s), which identify and address all credible emergencies, emergency response resources, training/drills, etc. 2. Written emergency reporting procedure(s) for your company. 3. Written procedure(s) that specifies the first aid and/or medical supplies to be available on-site for the type of work to be performed. 4. Sample records to verify that your company has certified First Aiders, Saudi Arab Ministry of Health (MOH) certified medical personnel, and ambulance(s) available in accordance with Saudi Arab Government requirements. 5. Copies of contractual agreements that your company has made with local health care provider(s) to provide emergency and inpatient medical treatment for your company’s employees. 6. Copies of contractual agreements that your company has made to provide full, private, medical insurance coverage (including emergency and in-patient medical treatment) for your company’s employees. 7. Recent records (e.g., signed attendance sheets with topics) showing that your company’s employees receive emergency response training. 8. Sample records that identify exit routes and assembly areas where head counts are to be performed for contractor-occupied facilities.
D. Subcontractor Management Provide evidence of your company’s procedures for selecting subcontractors who have an effective safety program, and for monitoring their job site performance to ensure compliance with safety requirements.
1. If subcontractors are used or likely to be used, provide your company’s written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) for selecting subcontractors that have an effective safety pro gram. 2. If subcontractors are used or likely to be used, provide records to verify that your company selects subcontractors that have an effective safety program. 3. If subcontractors are used or likely to be used, provide your company’s written program (specifying responsibilities, requirements/procedures, training, and recordkeeping) that describes how your company monitors your subcontractors’ job site safety performance to ensure compliance with safety requirements. 4. If subcontractors are used or likely to be used, provide records (e.g., site inspection records, audits, checklists) from past jobs to verify that your company monitors your subcontractors’ job site performance to ensure compliance with safety requirements.
Guide Number 07-004-2010
Page 6 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents
III. PERSONNEL QUALIFICATIONS Provide the following information for your company’s employees who have specific management, supervisory, and/or safety responsibilities and authority.
A. Management/Supervision 1. Provide evidence (e.g., company statement/policy, CEO/Owner letter) that your company’s (1) management and (2) supervision are explicitly expected to perform an active role in managing and promoting safety within your company. 2. Provide evidence (e.g., job descriptions, list of responsibilities) that each of the management/supervisory positions shown on your company’s organization chart (see item I A2 above) have clearly defined and specific safety responsibilities. 3. Provide sample records of continuing safety management/leadership training completed by your company’s (1) management and (2) supervision.
B. Safety Personnel 1. Provide job descriptions, which include defined responsibilities and minimum qualifications (e.g., required safety experience, education, training, certifications), for your company’s (1) safety manager/professional(s) and (2) field/site safety officers/supervisors. 2. Provide evidence that your company has at least one designated safety manager or other safety professional with the primary responsibility for administering your company’s overall safety program. 3. For your company’s safety manager/professional(s), provide evidence (e.g., resume/CV) detailing his: number of years of safety-related experience, number of years of oil and gas industry experience, number of years of construction/maintenance project experience, university/college degree(s), and internationally recognized professional safety certification (e.g., copy of CSP, CHST, OHST, IOSH certificate).
Guide Number 07-004-2010
Page 7 of 8
Contractor Pre-Qualification Safety Evaluation Guide
December 7, 2010
Attachment A3
Contractor Pre-Qualification Safety Evaluation Inquiry and Submittal Contents
IV. INJURY REPORTING AND RECORDKEEPING Provide the following in-Kingdom employee on-job injury (including injuries from motor vehicle accidents) and occupational illness data for the past three years and year-to-date (also provide your company’s official record from the Saudi Arab Government General Organization for Social Insurance [GOSI], if applicable):
YTD Manhours Worked
1st YR
2nd YR
3rd YR
___________ __________ __________ __________
First Aid Injury/Illness (FAI) Cases
_____
_____
_____
_____
Medical Treatment Cases (MTC)
_____
_____
_____
_____
Lost Time Injury/Illness (LTI) Cases
_____
_____
_____
_____
On-Job Fatalities
_____
_____
_____
_____
For definitions of FAI, MTC and LTI, see Saudi Aramco General Instruction (GI) 6.007, Reporting of Contractor On-Job Injuries / Occupational Illnesses.
Guide Number 07-004-2010
Page 8 of 8
