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The Contractor HSE Management Guide - CMG
The Contractor HSE Management Guide is
issued to assist in achieving high Health, Safety
and Environmental Management Standards in the
execution of all SPDC Contracts.
It is mandatory for all staff involved in managing
contracts to use the Contractor HSE management
Guide
Forward by SPDC Managing Director
These web pages provide an informative overview of
the CMG.
By following this guidance Contract Holders will be
fulfilling the minimum requirements of the CMG
The content is based on a controlled set of 7 CMG
Documents which should be consulted for definitive
guidance. Relevant parts can be downloaded
throughout the site.
Document A
HSE Management
Strategy & Planning
CMG
Introduction
Document B
Pre-qualification of
Tenderers
CMG structure
HSE Assessment
Questionnaires
Roles &
Responsibilities
How to choose
Contract HSE
Specification
Score Sheets
Contract
Management Plan
Document C
HSE Specifications
Contract HSE
Specifications
Guidance for
completing Contract
HSE Plan
Guidance on HEMP
studies
Document D
Assessing content of
Contract HSE Plan
Checklist for
assessing content
of Bidders Contract
HSE Plan
Guidance on
pre-qual criteria
Document E
Monitoring
HSE Kick-Off
Meeting
Pre Construction
Audit
Monitor Contractor’s
compliance with
Tender Specification
& Contract HSE Plan
Navigation throughout the web site is provided by the Site Route Map
Document F
Close-out
Gauge HSE
performance
of Contractor
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CMG Introduction
Contract HSE
Management
Planning
HSE Roles &
Responsibilities
CMG Documents
CMG Doc A
Start
CMG Doc C
Contract
Work scope
Perform HSE
Assessment
Choose a Contract
HSE Specification
Contract HSE
Plan
General HSE
Specification
CMG Doc D
CMG Doc B
General HSE
Specification
for LOW
RISK
Contracts
Guidance for
assessing content of
Contract HSE Plan
Pre-qualification
of Contractors
CMG Doc F
Finish
HSE
Performance
Close out
Contract
Award
CMG Doc E
HSE
Monitoring
Programme
Pre Construction
Audit
HSE Kick-Off
Meeting
HSE-MS
Interfacing
Process
HSE ROLES AND RESPONSIBILITIES
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SPDC
Full listing of Roles & Responsibilities
CONTRACTOR
Contract Sponsor
Has budget and management
authority to execute a contract.
Appoints the Contract Holder
HSE Adviser
Contract Holder
Provides HSE
advice to Contract
Holder and Line
Wholly accountable for
making and exercising
contract
Company Site Representative
Monitors Contractor compliance
with HSE Plan & HSE-MS
Interface Document
Contractor Manager
Safety Officers
Responsible Manager
for Contract
Provides HSE advice
to Contractor’s Line
Management and
Site Supervisors
Interfaces with
Contract Holder
Contractor Site Representative
Responsible for supervision of
Contractor work executed at a
specific site
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Contract HSE Management Planning
EFFORT
PRO-ACTIVE
joint effort
to prevent
problems
planning - designing
TIME
REACTIVE
effort to
fix problems
Activity levels
dependent
upon
incidents,
audits etc
mobilising - operating - monitoring
Contract ends
In the past, management of HSE issues associated with Contracts was REACTIVE and
only began after incidents occurred during the work execution. This often resulted in
delays, additional costs and unfortunately more incidents.
A PROACTIVE effort with the Contractor during the planning stages on effective
management of all HSE issues pays benefit on the reduced effort required in the execution
phase. The CMG documents strongly support this approach.
To help the Contract Holder plan and schedule activities throughout the Contract lifecycle
the downloadable template should be completed - Contract HSE Management Plan
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Perform HSE Assessment
Purpose: To determine the HSE risks associated with the planned work
1. Identify things that Can Go Wrong
What are the consequences?
How likely are they to happen?
2. Determine Potential Risks
(without risk controls in place)
Record Potential Risks on
Risk Assessment Matrix
x
or
x
Contract work is
HSE CRITICAL
0
1
2
If only
x
Contract work is
NOT HSE CRITICAL
3
4
No health
effect/injury
Slight health
effect/injury
Minor health
effect/injury
Major health
effect/injury
No damage No effect
Slight
damage
Minor
damage
Localised
damage
PTD or 1 to Major
3 fatalities
damage
5 Multiple
fatalities
No impact
Slight effect Slight
impact
Minor effect Limited
impact
Localised
Considereffect
able impact
Major effect National
impact
Extensive
damage
Output used To Determine Contract HSE Specification
A
Reputation
Assets
Environment
If
People
Severity
CONSEQUENCE
Massive
effect
International
impact
Never
heard of
in the
industry
INCREASING LIKELIHOOD
B
C
D
E
Heard of
in the
industry
Incident
has
occurred
in a
similar
company
Happens
several
times per
year in
in a
similar
company
Low
Tolerable
Maintain via HSE Management System
Continuously improve
Happens
several
times per
year in a
location
x
Manage for continuous
x
improvement
Incorporate
x
risk reduction
Medium
measures & x
Tolerable but x
demonstrate
ALARP
demonstrate
Intolerable
High
Intolerable
ALARP
In Pre-qualification of Contractors
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Pre-qualification of Contractors
Purpose: Contractors must DEMONSTRATE a minimum ability and performance in managing HSE issues
Element of HSE Management
HSE Assessment
of Work
Score
Leadership and Commitment
5
Policy & Strategic Objectives
5
Organisation, Responsibilities,
and Resources
10
Hazard & Effect Management
15
Implementation & Monitoring
10
Standards, Procedures, Planning
& Documentation
10
Audit
5
Review
0
Total
Pass
Score
60
Contractor
A
Contractor
B
Contractor
C
Pre-qualification is based on:
Questionnaire on Contractors HSE management ability
Contractors’ ability to manage the specific risks identified
in the HSE Assessment of the work
All Contractors must pre-qualify (exceed
the pass score) to go on the TENDER LIST
General Questionnaire and Scorecard
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Choose a Contract HSE Specification
The chosen Contract HSE Specification
depends on one decision factor Whether work is HSE CRITICAL or
NOT HSE CRITICAL as determined
in the HSE Assessment
HSE
CRITICAL
General Specification of HSE
Requirements
NOT HSE
CRITICAL
General HSE Specification for
LOW RISK Contracts
Each specification has an associated set of
Contract Clauses for the Tender Document
HSE CRITICAL work requires an
Contract HSE Plan and HSE-MS Interface Document
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General HSE Specification
Used where the activities are HSE Critical
General HSE Specification
Typical features
1. Pre-qualification of contractors or selection from SPDC
contractor database for HSE management capability for
the proposed work
2. General HSE Spec. clauses should be applied
3. Contract HSE Plan required - to be reviewed and
kept up to date throughout
4. HSE-MS Interface Document required
5. Appropriate monitoring, review and audit contractor
HSE performance – from mobilisation to close out
6. All Contractor/subcontractor incidents notified,
investigated and reported as per SPDC procedures
7. Contractor submits Monthly or quarterly HSE
performance reports
General Specification of HSE Requirements
The Contract HSE Plan sets out in detail
how the Contractor will manage the
risks associated with the work.
It is required for HSE Critical work and
forms a legal part of the Contract.
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General HSE Specification for LOW RISK Contracts
(Used where the activities are NOT HSE Critical)
General HSE Specification for LOW RISK Contracts
Typical features
1.
HSE Specification for LOW RISK Contracts should
be applied
2.
Monitoring/audit of contractor HSE performance
discretion of Contract Holder
3.
All Contractor/subcontractor incidents notified,
investigated and reported as per SPDC procedures
A Contract HSE Plan
or HSE-MS Interface
Document are NOT
Required
General HSE Specification for LOW RISK Contracts
Contract Holders must declare that the Contract is LOW RISK
LOW HSE RISK DECLARATION FORM
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STAGE 1
Completing the ….
Contract HSE Plan
SPDC
SPDC provides clear HSE
expectations and requirements to
the Tenderers
Specify SPDC management
interfaces with Contractor and
agree minimum levels of HSE
supervision. List SPDC provided
training, e.g. offshore survival
Provide SPDC HSE assessment.
Highlight particular hazards that
Contractor must address. Specify
additional studies
Specify minimum standards and
any SPDC procedures to be used
e.g. PTW, incident reporting
Specify HSE statistics to be
provided to SPDC. Detail
SPDC’s workplace supervision
intentions
Leadership and Commitment
Policy & Strategic Objectives
Organisation, Responsibilities
& Resources
Hazard & Effect Management
Standards, Procedures,
Planning & Documentation
Implementation & Monitoring
Audit
CONTRACTOR
Tenderers demonstrate how they
intend to manage HSE
Provide organigram for HSE roles
and interfaces with SPDC
personnel.
Demonstrate sufficient HSE
resources, competency and training
requirements
List the studies to be undertaken to
manage identified risks, e.g. JHA,
HAZID
Provide HSE Plans and list all
procedures to be used to control
work execution
Provide HSE monitoring structures
- workplace supervision
- performance indicators
Review
STAGE 3
Click here for guidance on
completing and assessing
the Contract HSE Plan
STAGE 2
Developed and agreed in detail with chosen
Contractor before work begins
Used as basis for monitoring the Contractors
HSE performance during the Contract
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HSE-MS Interfacing Process
SPDC’s
HSE-MS
Contractor’s
HSE-MS
Leadership &
Commitment
HSE-MS Interfacing is the vital
bridging process between
SPDC and the Contractor’s
HSE-MS.
It is required for HSE Critical
work and forms a legal part of
the Contract
The HSE-MS Interface Document should
clearly define the interfaces and establish
the agreed arrangements including
- responsibilities,
- systems,
- procedures and practices,
for managing HSE during the Contract.
Policy & Strategic
Objectives
Organisation &
Responsibilities
Hazard & Effects
Management
Standards, Planning
& Procedures
Monitoring
Audit
Review
The HSE Interface Matrix is a
simple way to record and
reference all agreements made
in the Interface Document
The effective interfacing of the HSE
MS requires open dialogue between
the Contract Holder and the Contractor
resulting in a clear agreement on and
documentation of the delineation of
responsibilities.
The imposition of SPDC’s HSE MS on
the Contractor will not provide
adequate control
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HSE Kick-off Meeting
Click here for list of Attendees
The HSE Kick-off Meeting has a number of objectives:
• To demonstrate to the contractor, SE management commitment to HSE
• To establish that the Contractor fully understands the risks within the work scope and is ready to
execute the contractual HSE Plan and HSE-MS Interface Document
• To highlight areas for improvement in the HSE Plan and agree an action plan
• To clarify and agree the HSE Monitoring Programme with the Contractor
A HSE Kick-Off Workshop may be preferable for work scopes involving HIGH risk activities
•
•
•
It provides more interactive discussion with the Contractor
Allows a better mutual understanding of SPDC’s and Contractor’s HSE-MS
Effective in beginning to build HSE relationship between SPDC and Contractor
Suggested Agenda for HSE Kick-Off Meeting
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Pre-Construction Audit
Purpose
A preparedness audit to provide assurance that the Contractor has agreed measures in place to manage HSE risks
from the outset.
The pre construction audit should focus on
the pre-execution requirements as stated in the Contract HSE Specification, HSE Plan and
HSE-MS Interface Document
the general readiness of the contractor to meet and maintain the required standards of HSE
during the execution of the contract.
It is important that controls are in place for mobilisation
The main body of work should not be initiated until all actions agreed to rectify any
recognised deficiencies identified in the pre construction audit have been completed and
verified in the field.
Successful completion of the Audit shall be noted in the HSE Certificate issued to the Contractor
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HSE Monitoring Programme
The Contract Holder should implement an HSE Monitoring
Programme to ensure the Contractor
• implements the contractual HSE Plan & HSE-MS Interface
Document
• has proper HSE control over its activities
An effective HSE Monitoring Programme depends on –
• length and nature of contract
• risks involved with work scope
• level of HSE systems “maturity” of the Contractor
HSE Monitoring Programme Template
Monitoring Methods
There area range of monitoring methods that can be used from supervisory checks through to formal audit
Click here for an example check sheet for monitoring a Major Contract
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HSE Performance Close Out
The objectives of the HSE Performance Close Out Report are
To establish and record the HSE performance of the Contractor
and SE on the substantive contract, and to use this a reference
for future contracts (pre-qualification);
To capture learning points for improvement of the HSE
management systems of SE and the Contractor;
HSE Performance Close Out Report
Demobilisation
It is important that the HSE Plan and HSE-MS Interface Document are used to manage demobilisation activities. Too
often, people do not remain alert during this phase with key personnel moving off the project to new assignments.
Assurance should be obtained from the Contractor that organisational structures will remain intact until demobilisation is
complete. These should include:
• Emergency Response
• Waste Management and disposal
• HSE Supervision
• Security
• Site restoration