Environment, Health and Safety Management System. Management of Contractors Procedure

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1 Environment, Health and Safety Management System Procedure

2 Revision History Revision No. Review Date 1.0 Feb/2018 Description of Change Replacing the Health & Safety Sr. Officer with Health & Safety Specialist/ in Charge. Pages Affected All Issued By 1.0 Feb/2018 Adding the responsibilities of Health & Safety Specialist/ In Charge, Facilities and Departments heads 5 Page 2 of 9

3 Contents: 1. PURPOSE SCOPE TERMS AND DEFINITIONS ROLES & RESPONSIBILITIES Procurement EHS Unit Facilities EHS Committee Campus Level Health & Safety Specialist/ In Charge Department Heads PROCEDURE Management of Contractor Process Establishment of Contractual EHS Requirements Selection of Contractor Contractual Agreement Cooperation & Communication Monitoring Performance/Evaluation of Compliance Incident Reporting Audit Monitoring & Inspection Training FORMS REFERENCES... 9 Page 3 of 9

4 1. PURPOSE The purpose of this procedure is to have a systematic approach to the management of HCT contractors through regular liaison and by ensuring that a safe working environment is maintained. 2. SCOPE The procedure applies to all contractors working in areas within HCT. 3. TERMS AND DEFINITIONS HCT CS EHS OSHAD SRA ISO OHSAS Contractor : Higher Colleges of Technology. : Central Services. : Environment, Health and Safety. : Abu Dhabi Occupational Safety & Health Center. : Sector Regulatory Authority. : International organization for standardization. : Occupational Health and Safety Assessment Series. : Person, not directly employed by HCT who requires regular access to the premises in order to perform work. 4. ROLES & RESPONSIBILITIES 4.1 Procurement Include the EHS parameters in the vendor pre qualification/ registration process. Ensure that HCT EHS requirements are communicated to the vendors at the bidding stage. Ensure that the EHS requirements are part of the technical evaluation. Review the contractor s EHS performance and ensure that the evaluation results are utilized in coming bids. 4.2 EHS Unit Ensure that HCT EHS requirements are communicated to CS procurement department. Review Contractor s EHS management systems, risk management, contractor performance evaluation, etc. Monitor the EHS performance of CS contractors. Page 4 of 9

5 Report the contractor s EHS performance to the EHS Committee System Level and Procurement Department in case of any Environment Health and Safety violation. 4.3 Facilities Ensure that health and safety specialist/ In Charge is informed about all activities that involve the use of contractor. Communication of projects details including contractors names to health and safety specialist/ In Charge. Ensure that contractors are submitting all relevant EHS documentation prior to commencement of work. Management of contractors and their relevant work permits 4.4 EHS Committee Campus Level Review contractor s EHS performance report within the campus. Discuss the processes, challenges, successes, best management practices and insightful information to improve the contractor EHS management. 4.5 Health & Safety Specialist/ In Charge Ensure that HCT EHS requirements are communicated to the relevant contractors. Review the Contractor s EHS management systems/ risk assessment and ensure its adequacy against the performed tasks. Monitor the EHS performance of campus contractors. Report the contractor s EHS performance to EHS Unit. Ensure the implementation of permit to work system. 4.6 Department Heads Ensure that all campus activities that involves the use of contractor are communicated to health and Safety Specialist/ In Charge prior to the commencement of the work. 5. PROCEDURE 5.1 Management of Contractor Process HCT shall implement the relevant steps of contractor management process to minimize the environment, health and safety risks arising from assigning contractors. 5.2 Establishment of Contractual EHS Requirements HCT shall include the following requirements in all tenders and specifications to ensure that EHS risk of assigning contractor is minimized: Page 5 of 9

6 A detailed scope of work A list of known key EHS hazards and risks associated with the work. Minimum EHS requirements, including; a. Adequate EHS resources b. Legal compliance c. Risk management programs d. EHS performance monitoring and incident reporting e. Non Compliance and enforcement procedure 5.3 Selection of Contractor HCT procurement department, as a part of the tendering process shall ensure the communication of project EHS requirements, which needs to be evaluated before/ at the time of tender evaluation to ensure the contractor capabilities to comply with HCT EHS requirements. The procurement department shall ensure that the contractor has all applicable and valid licenses. The Contractor shall: Submit the required EHS documents to HCT at the bidding, performance and project close out stage. Submit their commitment stating that they will comply with HCT applicable EHSMS related Procedures. Provide Environment, Health and Safety performance data as specified during the performance of the contract. Provide all appropriate information and trainings to their employees to ensure that the work is carried out by competent personnel and the EHS risk is minimized to an acceptable level to HCT. Ensure that required PPE are used by their employees/ sub contractors. Segregate and responsibly dispose all wastes generated by their activities at HCT sites, and provide the details of this waste to Health and Safety Specialist/ In Charge at the campus. 5.4 Contractual Agreement Prior to an award of a Contract, HCT shall ensure that the Contractor has an adequate Environment, Health and Safety Management System that complies with the EHS requirements stipulated within HCT. If the Contractor does not have such Environment, Health and Safety Management System, they shall fully comply with HCT EHSMS. A formal undertaking should be executed as a part of contractual Page 6 of 9

7 agreement. 5.5 Cooperation & Communication Risk Assessment shall be done for contractor's activities (if deemed required by Health & Safety Specialist/ In Charge at the campus); Depending on the nature of work and risk evaluation, that contractor provides an EHS Officer to administer and oversee all issues relating to Environment, Health and Safety in conjunction with EHS Unit. The Contractor should submit the details of the competency of the EHS Officer for review and approval of HCT. In the Emirate of Abu Dhabi the safety officer shall be registered with OSHAD in accordance with mechanism 7 requirements. During high risk work such as extensive maintenance, hot work, etc. regular meetings shall be held with the Health and Safety Specialist/ In Charge and the Contractor competent representative to ensure any hazardous situations are being addressed and that corrective action is taken. In case of emergency, the contractor shall apply the available and applicable system of emergency response at the work location. The contractor shall be aware of such system and ensure its implementation in coordination with the relevant personnel at that location. HCT EHSMS requires a proactive approach to incident prevention. The contractor shall keep written records of all injuries/occupational illnesses & disabilities, fatalities, incidental property damage and near misses at the work site. These records shall identify all persons and property involved and shall summarize all corrective action taken. Where persons are injured at work, the employer or any other person who has control over them or the premises in which they are working, must report the same to the concerned Health and Safety Specialist/ in Charge. The contractor must establish methods of communication e.g. toolbox talks, meetings, displays, training, etc. and must ensure and be able to demonstrate that the workforce is aware of the contract scope of work, particularly all EHS issues which may affect the health, safety and welfare of others. 5.6 Monitoring Performance/Evaluation of Compliance The contractor shall at all time carry out the work in accordance with HCT EHSMS requirements which includes EHS Legal Requirements, Risk Management, and relevant EHS Procedures and Work Instructions and shall maintain the records of the same. The contractors throughout the project progress shall comply with HCT EHSMS requirements and their duties under all approved codes and all relevant Environment, Health and Safety legislation. Where no specific legislative requirements exist, the contractor shall comply with the guidance provided by EHSMS standards as a minimum standard of Environment, Health and Safety. Page 7 of 9

8 5.7 Incident Reporting Contractor shall promptly provide notification to HCT Health and Safety Specialist/ In Charge of any incident/near miss occurs at the campus. Contractor shall refer to HCT Management of Contractor Procedure for all Incidents Reporting and Investigation. 5.8 Audit Monitoring & Inspection Contractor should carry out regular inspections as per their Inspection Plan to cover their activities carried out in HCT premises. The inspection report should be submitted to HCT Health and Safety Specialist/ In Charge. HCT should also carry out planned inspections to ensure that the contractors EHSMS performance complies with HCT EHSMS requirements. HCT should develop an annual EHS Inspection plan/schedule and shall ensure effective systems in place for monitoring the implementation and follow up of required actions. HCT shall have the right at any time to audit/inspect the implementation and effectiveness of Contractor s EHSMS. Contractor shall monitor and report their EHS Performance to HCT Health and Safety Specialist/ In Charge through Contractor Performance Reporting Form. The Health and Safety Specialist/ In Charge with EHS Unit shall monitor the contractors EHS performance and compliance including; Monitor the performance of contractors to ensure that all EHS requirements are met; Monitoring whether regular inspections and audits are conducted, if appropriate; Monitor and follow up on correction/corrective actions. Review contractors EHS performance, incident reports, third party reports and complaints; Hold EHS performance meetings with the contractor, on a regular basis; and Provide appropriate recommendations to improve their EHS performance. 5.9 Training Prior to mobilization, contractor should ensure that the workforce has received EHS trainings and induction, which commensurate with the work will be carried out under the current contract. Contractor should provide the details of EHS training requirements. All contractor employees should be inducted in EHS requirements prior to commencement of work through contractor, in addition to the required EHS trainings that is required to carry out their duties safely. Page 8 of 9

9 6. FORMS Contractors EHS performance reporting form Contractor (s) Performance Monitoring EHS Inspection Sheet 7. REFERENCES OSHAD SF Element 3, Version 3.1. OSHAD SF Technical Guideline, Version 3.0 OHSAS 18001:2007 Occupational Health & Safety Management Systems Requirements. ISO 14001:2015 Environmental Management Systems Requirements. Page 9 of 9

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