1.0 Purpose

To ensure that Sub-Contractors are adequately controlled, their safety assured and that HSC’s reputation is not damaged by their actions.

2.0 Scope

All HSC contract orders for the supply and erection, commissioning and servicing

3.0 Definitions

Term Definition

Sub-Contractor: Any company appointed to carry out work on behalf of HSC. This includes

All Annual Maintenance Contract

Sub-Contractors appointed for high risk jobs, like Work at height, confined space entry, excavation, hot work etc.

Sub-Contractors appointed for electrical jobs, testing of pressure vessels, etc.

Sub-Contractors appointed for manual & mechanical material handling

4.0 Responsibilities

4.1 Site Manager

The Site Manager is responsible for:

The conduct and control of all HSC Sub-Contractors. The responsibility for site activities will include progress, identifying and initiating action to recover delays, delivery schedules, Personnel performance and HSE standards.

Ensuring the implementation of the HSE Plan and/or method statements/ risk assessments on site.

4.2 Site HSE Representative

Monitoring of Personnel HSE performance

5.0 Process

5.1 Prequalification

All contracted companies will be subject to Prequalification criteria, if involved in high risk activities

5.2 On-Site Management

5.2.1 All Personnel will be required to undertake initial induction or familiarization training where their responsibilities will be explained.

5.2.2 Medical fitness certificate to be submitted for all contract workman engaged high risk activities

5.2.3 The Site Manager must review planning, progress and performance on site activities and initiate appropriate actions to ensure timely completion of the activities.

5.2.4 Personnel will be represented at HSE meetings and progress meetings where they will be consulted regarding reciprocal risks associated with ongoing activities in order that they can be minimized.

5.2.5 Potential Bidder Prequalification

Prequalification Criteria: To ensure consistent Prequalification response from all Sub-Contractors, the Contract Manager shall enclose the Prequalification questionnaires to all potential bidders, along with expression of interest.

The set of standard questionnaires for prequalification criteria is enclosed in Annexure- A1. The Manager shall evaluate the response to Prequalification questionnaire from all the potential bidders and provide feedback to Contracts Manager.

If required, Manager may contact the potential bidder for additional information and the potential bidder is allowed to visit the site.

If requested, the Contract Manager shall arrange meeting between Manager and potential bidder for clarifications. The minutes of meeting shall be documented.

6.0 Contract Scope & Specific Contract Requirements

The Contracts Manager shall forward the scope of work to Manager to develop Contract Specific Requirements.

6.1 The Standard Contract Requirements are enclosed in Annexure- A2. While formulating the Contract Specific requirements, the Contract requirements shall be considered in addition to the following factors,

nature of work activities (civil works, mechanical, material handling, maintenance etc.);

location & surroundings;

mobilization/ demobilization;

personnel competency requirements;

potential risks;

security threats & arrangements;

standards of equipment used;

regulatory requirements;

raw materials & consumables;

6.2 Techno-Commercial Bids & Standards

The Manager shall evaluate standards of each Sub-Contractor separately, against requirements mentioned in tender enquiry and if required, on-site audit may also be carried out. A complete report shall be forwarded to Contracts Manager along with short falls and recommendations. This shall help the potential Sub-Contractor to improve and make the management more effective.

The minimum submission with bid document shall include,

policy;

risks management report;

manpower details like names, qualifications & experience;

procedures & standards to be used;

competency & training;

6.3 Mobilization & Management Plan

Mobilization: The Sub-Contractor to whom Contract is awarded shall submit Management Plan prior to mobilization. The Manager shall review and validate the Contract Management Plan against HSC Policy, Management Systems, procedures, standards and regulatory requirements.

Pre-Execution Audit: In case high risk or major Contracts, the Manager may opt to carry out Pre-execution audit, to check that Sub-Contractor is equipped to meet HSC standards. The pre-execution audit shall be based on approved Management Plan. Any issues, grossly affecting risk shall be addressed immediately with the consensus, mutual trust, respect & cooperation.

6.4 Contract Execution & Performance Monitoring

The Contract shall submit the performance Monitoring Plan before commencing the work that shall be approved by Manager. The Contract holder shall implement & monitor performance on regular basis.

6.5 Contract Close Out & Performance Report

Site Restoration: The Contract Holder shall ensure that Sub-Contractor demobilizes from site or place of work in accordance with all contractual terms & conditions.

The Manager shall inspect the site and ensure that all regulatory compliances related to site restoration are completed. The Contract Holder shall ensure that Site Restoration Certificate forwarded to Contracts Manager, before closing out the Contract.

Contract Performance Report: The Contracts Manager may ask Manager to prepare Contract Performance Report as per Annexure-3 in consultation with Sub-Contractor’s

Representative, this may be used for future references while working with same Sub-Contractor or setting up performance standards for different Sub-Contractor for similar work.

6.6 ANNEXURE

Annexure - A1: HSE Prequalification Questionnaire

Annexure - A2: Standard Contract Requirements for HSE

Annexure - A3: Post Contract HSE Evaluation

6.6.1 Annexure - A1

Prequalification Questionnaire for Sub-Contractor Guidelines for Completion of Questionnaire

The potential bidder is to ensure that the answers provided are focused against the activities indicated in the pre-tender document.

The information is supplied in the same format and sequence in which they appear in the questionnaire. A minimum of 12 has to be obtained in the HSE prequalification questionnaire.

Failure to supply information that accurately and fully covers the material requested may result in an individual Sub-Contractor failing to meet minimum expectations and therefore being disqualified.

Sub-Contractor shall provide information that is authentic and documentary evidence.

Even after getting pre-qualified, if it comes to the notice that non-authentic documents are provided, the Sub-Contractor may be disqualified and if any Contract is in place, it may be terminated immediately.

HSC shall have right to audit Sub-Contractors records to verify the authenticity of the documents, during any phase of the Contract.

Questionnaire for HSE Prequalification of Sub-Contractors:

6.6.2 Annexure – A2

HSE Requirements by Sub-Contractor (To be a part of contract documents)

Housekeeping

Sub-Contractors shall ensure that their work area is kept clean tidy and free from debris. The work areas must be cleaned on a daily basis. Any disposal of waste shall be done by the Sub-Contractor.

All equipment, materials and vehicles shall be stored in an orderly manner. Access to emergency equipment, exits, telephones, safety showers, eye washes, fire extinguishers, pull boxes, fire hoses, etc. shall not be blocked or disturbed.

Confined Space

Before starting Work in a confined space, the Personnel must obtain Permit to Work from HSC, the Permit to Work will define the requirements to be followed.

As minimum Personnel must ensure the following:

Confined spaces are kept identified and marked by a sign near the entrance(s).

Adequate ventilation is provided

Adequate emergency provisions are in place

Appropriate air monitoring is performed to ensure oxygen is above 20%.

Persons are provided with Confined Space training.

All necessary equipment and support personnel required to enter a Confined Space is provided.

Tools, Equipment and Machinery

The Personnel must ensure that all tools & equipment provided for use during the Work is:

suitable for its intended use;

safe for use, maintained in a safe condition and where necessary inspected to ensure this remains the case (any inspection must be carried out by a competent person and records shall be available);

used only by people who have received adequate information, instruction and training to use the tool or equipment.

provided with Earth leakage circuit breaker (ELCBs) at all times when using electric power cords. Use of electrical tape for temporary repairs is prohibited.

Working at Height

Any Work undertaken where there is a risk of fall and injury is considered to be working at height.

For any Personnel working at height, Personnel shall provide fall prevention whenever possible and fall protection only when fall prevention is not practicable. Before commencing Work in a height, the Personnel must obtain from HSC a Permit to Work, the Permit to Work will define the requirements to be followed. Supervisor must be present at all point of time, to ensure no deviation occur during the course of work.

Fall Prevention System

Fall prevention systems (e.g. fixed guardrails, scaffolds, elevated work platforms) must provide protection for areas with open sides, including exposed floor openings.

Fall Protection Systems

Where fall protection systems are used then the Personnel must ensure the following is applied:

Only approved full body harness and two shock-absorbing lanyards are used,

Prior establishment of a rescue plan for the immediate rescue of an employee in the event they experience a fall while using the system,

Anchorage points must be at waist level or higher; and capable of supporting at least the attached weight,

Lifeline systems must be approved by HSC before use.

Use of ISI marked industrial helmet at all point of time.

Scaffolding

All scaffolds shall subject to a documented inspection by a competent person and clearly marked prior to use. The footings or anchorage for scaffolds shall be sound, rigid and capable of carrying the maximum intended load without settling or displacement. All scaffolding materials should be of MS tubular type.

Guardrails and toe-boards shall be installed on all open sides and ends of scaffold platforms. Scaffolds shall be provided with an access ladder or equivalent safe access. Personnel shall not climb or work from scaffold handrails, mid-rails or brace members.

Stairways and Ladders

Ladders should only be used for light duty, short-term work or access in line with the below and the Site Requirements.

Fabricated ladders are prohibited.

Ladders will be secured to keep them from shifting, slipping, being knocked or blown over.

Ladders will never be tied to facility services piping, conduits, or ventilation ducting.

Ladders will be lowered and securely stored at the end of each workday.

Ladders shall be maintained free of oil, grease and other slipping hazards

Ladders will be visually inspected by a competent person and approved for use before being put into service. Each user shall inspect ladders visually before using.

Ladders with structural defects shall be tagged "Do Not Use," immediately taken out of service, and removed from the Site by the end of the day.

Roof Work/Access

Roof work and access to roofs must not be undertaken without prior authorization from HSC.

Overhead Work

A secure exclusion zone shall be maintained by Personnel below overhead work to prevent access. It is forbidden to work beneath a suspended load.

Lifting Operations

Cranes and Hoisting Equipment

Personnels shall operate and maintain cranes and hoisting equipment in accordance with manufacturers’ specifications and legal requirements.

Only Personnel trained in the use of cranes and hoists are permitted to use them.

Lifting Equipment and Accessories

All lifting equipment / accessories e.g., slings, chains, webbing, chain blocks, winches, jacks etc shall be indicated with their safe working load have an identification number visible on the unit and be inspected and tested in accordance with legal requirements.

Damaged equipment / accessories and equipment shall be tagged “out of use” and immediately removed from Site.

Lockout Tag out (“LOTO”)

Prior to performing work on machines or equipment, the Personnel shall ensure that it is familiar with LOTO and Permit to Work procedures and that all of its affected Personnel receive the necessary training.

Barricades

Floor openings, stairwells, platforms and walkways, and trenching where a person can fall any distance shall be adequately barricaded and where necessary, well lit. Where there is a risk of injury from a fall then rigid barriers must be used.

Barricades must also be used to prevent personnel entering an area where risk of injury is high e.g., during overhead work activity or electrical testing etc. Such barricading must provide clear visual warning.

Compressed Gas Cylinders

Gas cylinder shall be securely stored and transported, and identified and used in line with the local requirements. Hose lines shall be inspected and tested for leaks in line with local requirements. Flash Back arrestor to be used to prevent any explosion due to back fire.

Electrical Safety

Prior to undertaking any work on live electrical equipment, the Personnel must obtain a Permit to Work from HSC. Where ever possible live work should be avoided. Any control measures highlighted shall be implemented prior to work commencing.

The below measures will be taken:

Work practices must protect against direct or indirect body contact by means of tools or materials and be suitable for work conditions and the exposed voltage level.

Energized panels will be closed after normal working hours and whenever they are unattended. Temporary wiring will be de-energized when not in use.

Only qualified electrical Personnel may enter substations and/or transformer and only after being specifically authorized by HSC.

Hot Works

A Permit to Work must be obtained from HSC prior to any hot works (welding, grinding, open flame work). Suitable fire extinguishing equipment shall be immediately available. Objects to be welded, cut or heated shall be moved to a designated safe location, or, if they cannot be readily moved, all movable fire hazards in the vicinity shall be taken to a safe place. Personnel working around or below the hot works shall be protected from falling or flying objects.

Prior to the use of temporary propane or resistance heating devices approval must be obtained from HSC.

Trenching, Excavating, Drilling and Concreting

A Permit to Work must be obtained from HSC and all underground lines, equipment and electrical cables shall be identified and located prior to beginning the work. The Personnel shall assign a competent Personnel to all trenching and excavation work.

Safe means of access and egress shall be located in trench excavations. Daily inspections shall be conducted by a competent Personnel for evidence of a situation that could result in possible cave-ins, indications of failure of protective systems or other hazardous conditions.

Physical barriers shall be placed around or over trenches and excavations. Flashing light barriers shall be provided at night.

Environmental Requirements Waste Management

The Personnel is responsible to remove any waste generated by the work being done on the Site. The Personnel must dispose of the waste in line with the relevant local legislative requirements. The waste disposal route shall be documented and made available for HSC to review at any time and may be subject to HSC’s prior approval.

Wastes (includes rinse from washing of equipment, PPE, tools, etc) are not to be poured into sinks, drains, toilets, or storm sewers, or onto the ground. Solid or liquid wastes that are hazardous or regulated in any way are not to be disposed of in general site waste receptacles.

Spills

The Personnel is responsible for the provision of adequate spill kits/protection and the cleanup and disposal costs arising from such spills.

Emissions

The Personnel shall identify and quantify any emission sources associated with the Works. The control measures associated with these emissions shall be subject to the approval of HSC. Emissions include but are not limited to noise, dust, fumes, vapors.

6.6.3 Annexure – A3

Based on the overall HSE performance of the Contractor, the Sub-Contractor:

Can be re deployed for future assignments.

Needs extensive training & Counseling before reappointing

Cannot be considered for future assignments.

Sign of the Evaluator/Contract manager Sign of the Unit/ Project Head