Contractor Safety Management Program Guidebook

Transcription

1 Engineering & Construction Contractor Safety Management Program Guidebook E&C Contractor Safety Management Program Page 1

2 E&C Contractor Safety Management Guidebook Table of Contents Section 1.0 Introduction Preface Policy Expectations Contractor Performance Expectations Using the Guidebook Program Implementation Resources Section 2.0 E&C Contractor Safety Management Process Overview Process Flowcharts Process Detail Registration Process Eligibility Process Selection and Contracting Process Project Planning Process Project Execution Process Project Closure Process Contract Requirements Background Contract Inclusions 26 Section 3.0 Contractor H&S Programs Overview Contractor H&S Programs and Plans H&S Program Elements.. 28 Section 4.0 Training, Orientation and Awareness Tools Overview Training Programs Orientation Programs Other Training and Awareness Materials Appendixes. 34 A. H&S Management Resources B. Glossary and List of Acronyms C. Forms and Checklists Page 2 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

3 E&C Contractor Management Safety Guidebook Section 1.0 Introduction 1.1. Preface This Guidebook has been designed to support implementation of the E&C Contractor Safety Management Program ( E&C Program ). The audience for the Guidebook is those E&C personnel who are responsible for implementing or supporting the E&C Program. This Introduction outlines how the E&C Program delivers the expectations outlined in the Spectra Energy Transmission (SET) Policy for Contractor Safety Management. It also discusses how the E&C Program supports progress toward SET s Safety Vision and Principles. The required elements of contractor health and safety (H&S) programs are discussed. 1.2 SET Policy Expectations The E&C Program and this Guidebook address the core elements of the Contractor Health & Safety Management Policy listed below. Beneath each Policy element are the E&C processes that address that element and the section of this Guidebook where that process is discussed. 1. Define roles, responsibilities, accountabilities and ensure functional area integration. - E&C Processes: Contractor Registration; Eligibility; Selection; Project Execution - Guidebook Section: Identify H&S risks associated with contractor services before a project is outsourced. - E&C Processes: Selection - Guidebook Section: Identify, pre-qualify and select prospective contractors on the basis of H&S risk associated with the work and H&S performance criteria. - E&C Processes: Contractor Registration, Eligibility, and Selection - Guidebook Section: Create contracts that provide the appropriate level of EH&S and legal protections and reflect enforceable EH&S performance expectations for contractors. - E&C Processes: Contract Terms and Conditions - Guidebook Section: Review and communicate contractual terms, conditions and other expectations to all relevant stakeholders prior to initiation of the contract. - E&C Processes: Project Planning; Project Execution - Guidebook Section: 2.2.3, 2.2.5, and 4.0 E&C Contractor Safety Management Program Page 3

4 E&C Contractor Safety Management Guidebook 6. Contractor H&S work and communications plans are communicated to project stakeholders during contracted work. - E&C Processes: Project Planning; Project Execution; Training - Guidebook Section: 2.0 and Ensure adequate internal and external oversight controls are applied. - E&C Processes: Contract Terms and Conditions; Project Execution - Guidebook Section: 2.3 and Review and communicate post-project contractor performance. - E&C Processes: Project Close-Out - Guidebook Section: Expectations for Contractor Performance The E&C Program is designed to ensure that contractors are capable of performance that meets SET standards. Expectations are formally outlined in the contract and are communicated by SET leadership and the E&C Team. Fundamentally, contractors are expected to have an organization and programs that support progress toward the SET Vision, i.e., where contractors at every level demonstrate personal commitment to continuous safety improvement, resulting in a zero injury and zero workrelated illness culture. Further, contractors are expected to conform to our Safety Principles: Safety begins at the top Injuries and work-related illnesses are preventable Identifying and minimizing safety and health risks are priorities Personal ownership for safety and looking out for others are essential Openness, feedback and trust are keys to safety success Safety is good business and a critical aspect of a high performance organization If contractors are to successfully meet the expectations of our Safety Vision and Principles, they will have to travel down the same road as SET and other progressive industrial operating companies. They will have to go beyond simple compliance with regulations to focus on the fundamental building blocks of good performance: 1) a strong safety culture and climate; 2) effective management systems; and, 3) an empowered and educated workforce whose behavior is such that they never walk by hazards without speaking up. The E&C Contractor Safety Management Program provides clear and practical guidance on how contractors can demonstrate that they have these building blocks in place and they are safety capable for the project scope being considered. Page 4 Version / Date: The 10 safety program elements listed below have been developed based on safety performance research and the OSHA safety and health management system. They are the practical processes that contractors must implement to ensure that they have the fundamental safety building blocks in place. E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

5 E&C Contractor Management Safety Guidebook 1. Safety Leadership 2. Employee Engagement 3. Health and Safety Training 4. Hazard Identification 5. Hazard Control 6. Subcontractor H&S Management Program 7. Regulatory Compliance 8. Management of Change 9. Documentation and Reporting 10. Personal Injury Emergency Response The E&C Program expects contractors to demonstrate that their H&S programs can deliver these elements, with more rigorous delivery of the elements for larger projects. For smaller projects, contractors would be expected to have simple, practical programs for H&S management. Contractors are expected to document their programs in these 10 areas, either in their company-wide H&S programs or in their project-specific health and safety plans. They must be able to demonstrate how all elements are delivered at the job site. The E&C field oversight program ensures that contractors are effectively implementing their programs and plans on the job. This Guidebook outlines the processes, forms and checklists used in oversight of Contractor H&S performance. Contractors who implement these processes will realize a number of benefits, including: - Better relationships with the company - Better productivity and morale - Better competitiveness - Everyone goes home safe from work to their families. The E&C Program does not lose sight of the fact that the contractor has an independent obligation to deliver safe work, similar to their obligation to deliver work that meets quality, cost and schedule requirements. The E&C Program preserves the independent contractor relationship and ensures that appropriate contract terms and legal indemnities are in place. E&C Contractor Safety Management Program Page 5

6 E&C Contractor Safety Management Guidebook 1.4 Using the Guidebook The Guidebook provides a roadmap to the requirements and resources for implementing the E&C program to achieve our Safety Vision and to comply with our Policy for Contractor Health and Safety Management. Section 1 provides an overview of the E&C Contractor Safety Management Program and the expectations of our contractors. Section 2 outlines the specific processes and steps for implementing the E&C Program, including roles and responsibilities and an overview of contract terms and conditions. Section 3 outlines what is expected for each of the 10 elements of contractor programs. Section 4 provides the E&C training and orientation matrix and descriptions for each training program. The electronic versions of this Guidebook (either Web or CD) provide hyperlinks to all referenced resources. The hardcopy version of the Guidebook is uncontrolled and may not be the most current version. The most recent version of the Guidebook can be found on the E&C Contractor Safety Portal at The Source. 1.5 Program Implementation Resources Resources to support efficient and effective implementation of the E&C Program are outlined in the table below. If viewing the Guidebook on CD or the Web, forms and checklists can be retrieved by clicking on the hyperlinks provided. The hyperlinks in the body of the Guidebook access MS Word versions of the forms and checklists (use the following key combination to click on hyperlinks in MS Word: ctrl + left mouse button). Appendix C contains PDF versions of all forms and checklists. Contact E&C H&S in Houston to obtain a file of the tools or hardcopy version of the tools ( AskE&CH&S@spectraenergy.com) or obtain from The Source. Page 6 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

7 E&C Contractor Management Safety Guidebook Table 1.5 Program Implementation Resources Click on the Number to retrieve the form or checklist in MS Word format. (see Appendix for PDF). Number Name Who? When? Where? (Form or Checklist) (Description) 7T-202 Registration Form H&S-100 H&S-101 H&S-102 H&S-103 Description: Documents historic safety performance metrics, financial, and insurance information. Contractor H&S Program Description: Summarizes contractor s routine H&S program Hazard Identification and Control Description: Communicates projectspecific risks/hazards to contractor and project mitigation/controls to SET Health & Safety Agenda Checklist Description: Typical H&S topics to include in project meetings Contractor Project H&S Plan Checklist Description: Inventory of key subjects to be in a Project H&S Plan (Fills Out Form or Uses Form) Contractor, at the request of CMT per E&C Sponsor. CMT or H&S reviews completed form using established criteria; E&C H&S to review if outside criteria. CMT (Section A) and Contractor, at the request of CMT per E&C Sponsor CMT (Section A), E&C Project Team (Section B), and Contractor Project meeting chairperson / meeting leader E&C H&S, as a project plan evaluation tool or guide. A copy may be given to contractors for guidance in what will be expected. Prior to registration (3-yr re-registration) Prior to entering into a SET E&C standing or project-specific agreement After scope of work definition and prior to mobilization Prior to (planning) and during (notes) pre-job, mobilization, and weekly project meetings Evaluation prior to executing the contract (Disposition of Form) Sent to CMT Sent to CMT and forwarded to E&C H&S for review Sent to CMT and forwarded to E&C H&S for review Project file Project file E&C Contractor Safety Management Program Page 7

8 E&C Contractor Safety Management Guidebook Number Name Who? When? Where? (Form or Checklist) H&S-104 H&S-105 H&S-106 H&S-107 H&S-108 (Description) Management of Change Description: Guides on-site project team through safety considerations associated with change in scope of work Job Safety Analysis Prep Checklist Description: Summary on how to prepare a JSA Corrective Action and Escalation Description: Guides on-site project team through safetyrelated corrective action process Safety Tailgate Meeting Checklist Description: Guidance on safety tailgate meetings PIER Program Checklist (Fills Out Form or Uses Form) Safety Inspector or On- Site Project Management E&C H&S or Field Safety Inspector, to evaluate Contractor JSAs. Copy may be given to contractors for information or guidance Field Safety Inspector and/or On-Site Project Management Field Safety Inspector, to evaluate Contractor tailgate meetings. A copy can be given to contractors for information and guidance On-Site Project Management Prior to or during a SET E&C-directed or Contractor initiated change in scope (e.g., extending work hours) During evaluation of Project H&S Plan and/or during MoC process After inspections, incidents, or any other event that identifies a problem or issue (error) Periodically during a project Pre-Event Section: Prior to mobilization (Disposition of Form) Project file Project file Project file Project file Project file H&S-109 Description: Identifies Contractor and SET responsibilities related to planning, during, and after a PIER incident Regulatory Safety Training Checklist Description: Identifies safety training requirements for various project individuals Field Safety Inspector and/or On-Site Project Management During and Post- Event: In response to a PIER event Prior to mobilization and periodically during a project (e.g., if new staff during project) Project file Page 8 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

9 E&C Contractor Management Safety Guidebook Number Name Who? When? Where? (Form or Checklist) H&S-110 TS-661 (Description) Universal Attendance Record Description: Documents participant attendance H&S Inspection Checklist (Fills Out Form or Uses Form) Meeting or Training Leader Field Safety Inspectors During training, orientation, tailgate meetings, safetyrelated meetings During weekly inspections (Disposition of Form) Project file Project file TS-708 Description: Guides H&S Inspectors on weekly project inspection topics Incident Notification Description: Guides the on-site project team in documenting safety incidents, near misses, and regulatory/media site visits for notification to E&C H&S Houston 7T-195 Contractor Performance H&S-111 Description: Contractor safety and construction performance evaluation form Construction Contractor's Project- Specific H&S Orientation Checklist Field Safety Inspector or On-Site Project Management Field Safety Inspector or Safety Specialist in coordination with On-Site Project Management E&C Project Management provides to the Contractor as guidance At the time of an incident At the conclusion of a project During project bidding process and/or prior to mobilization Project file Project file and CMT Project file Description: Communicates minimum content requirements for the Contractor s project orientation program E&C Safety Specialist, Field Safety Inspectors, and On-Site Project Management use to evaluate contractor project orientation and H&S program training E&C Contractor Safety Management Program Page 9

10 E&C Contractor Safety Management Guidebook Section 2.0 Safety Management Process 2.1 Process Overview The E&C Contractor Safety Management Program involves the following processes. Each process is outlined in the following sections. 1. Registration*. Screens contractors to ensure that historic performance metrics are within acceptable limits. 2. Eligibility*. Ensures that contractors that are given the opportunity to bid on E&C projects are safety-capable and have safety programs that address all relevant safety building blocks. 3. Selection and Contracting*. Ensures that contractors selected for E&C projects are safety-capable and have safety programs that not only address all relevant safety building blocks, but also include risk mitigation procedures that correspond with the project hazards. All H&S-related Ts and Cs are appropriately integrated into contracts / agreements. 4. Project Planning. Ensures that contractor personnel understand project hazards and have the appropriate plans, organization, and tools to mitigate hazards. 5. Project Execution. Applies defined field oversight measures to ensure that approved contractor H&S programs are properly implemented and that H&S objectives are achieved while work is in progress. 6. Project Closure. Involves looking back over the job to identify areas for improvement in both company and contractor H&S management. * Registration, Eligibility and Selection may occur simultaneously Process Flowchart The flowcharts on the next two pages depict the activities and resources associated with each step in the E&C Program. Contracting-related activities are shown in Field execution related activities are shown in Each step is described in Section 2.2, Process Detail. Page 10 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

11 E&C Contractor Management Safety Guidebook E&C Contractor Safety Management Program Page 11

12 E&C Contractor Safety Management Guidebook Page 12 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

13 E&C Contractor Management Safety Guidebook 2.2 Process Detail Registration Process The registration phase is the first interaction with the contractor. The registration process focuses on performance criteria (i.e., historic safety performance metrics / lagging indicators) that are used to determine if the contractor meets the minimum safety performance guidelines Process Elements Registration Form 7T-202 Step 1. SET personnel (e.g., Project Manager, Sponsor) identify prospective contractors and contact the Contract Management Team (CMT) to initiate the registration process. CMT provides the prospective contractor with a letter or ; Contractor Guidebook; and, Registration Form 7T-202. (The Contractor Guidebook can be provided either in hardcopy or by telling the contractor to download the Guidebook file from the E&C external Web site for contractor safety management materials.) Step 2. The Contractor completes the registration form (providing additional support materials as required) and submits to CMT. Step 3. CMT forwards 7T-202 to E&C H&S Specialist for review of the health and safety data. Step 4. The E&C H&S Specialist reviews and evaluates performance information 7T-202 and any supporting information. Step 5a. If the contractor meets the criteria, the H&S Specialist will check the appropriate box and sign off on the routing of 7T-202 and return to CMT. Step 5b. If the contractor does not meet safety criteria, H&S Specialist will determine if the deficiencies in the contractor s submittal can be addressed through interviews or by providing additional information. If it is determined the performance deficiencies can be managed through additional controls, the contractor will be granted conditional status which will allow them to bid/quote on work. CMT will define the conditional status of a contractor in the E&C Contractor database until the final approval. CMT will contact the initiating Project Manager / Sponsor to communicate the conditional status. The Project Manager / Sponsor and the H&S Specialist must collaborate to identify the corrective actions required to ensure the contractor conforms to SET expectations and to document those actions. If it is determined that the deficiencies cannot be properly managed, the Project Manager / Sponsor will be informed that the contractor cannot perform work for SET E&C until the controls meet standards. E&C Contractor Safety Management Program Page 13

14 E&C Contractor Safety Management Guidebook Approval is required by E&C Director of Safety, General Manager E&C, General Manager Engineering Projects, and VP Engineering and Construction for contractors that did not meet the registration criteria. In such cases, an appropriate corrective action plan must be defined. Step 6. Ongoing management of registration database. CMT monitors the registration status of contractors and on a 3-year frequency contractors will be requested by CMT to re-submit their documentation. Step 7. Update database for Contractor performance. CMT will update the E&C Contractor database based on the Project Manager and H&S Specialist Contractor Performance Evaluation (7T-195) at the completion of the project Roles and Responsibilities Project Manager / Sponsor - Identify prospective contractors, including those contractors that may be required to respond in emergency situations. - Initiate a request for a contractor to be evaluated through the registration process. - Inform CMT if they become aware that a contractor has not been registered and is working for SET. Contract Management Team (CMT) - Manage registration process; maintain database and ensure reregistration as per defined frequency. - Receive and / or communicate request to be registered on the SET E&C Contractor database. - Distribute a letter to the Contractor with instructions on form completion and submission; Contractor Guidebook; and a registration form. - Support communication between Project Manager / Sponsor, Contractor, CMT and the E&C H&S Specialists. E&C Health and Safety Specialist - Evaluate and determine acceptability of contractor information provided on the Registration form. - Contact contractor and inquire about performance metrics that do not meet defined criteria. - Analyze contractor performance information and understand root causes, including identifying what controls and corrective actions the contractor has made. - Make professional judgment as to the effectiveness of the controls and corrective actions identified by the contractor. Page 14 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

15 E&C Contractor Management Safety Guidebook - As requested by CMT, review contractor re-registration information for core safety criteria Eligibility Process Once the Contractor is registered, the next step in the process is to determine if the Contractor is safety capable and thus, eligible to bid on E&C projects. This eligibility assessment process involves reviewing the Contractor s completed H&S-100 to ensure the Contractor has an adequate generic health and safety program. H&S-100 Contractor H&S Process H&S-100 is focused on the review of the contractor s program documentation. A review of H&S-100 will be conducted every three years. The E&C Contractor database will retain copies of the reviewed H&S program documentation to expedite future contractor selection processes. The H&S program review focuses on the 10 H&S program elements: 1. Safety Leadership 2. Employee Engagement 3. Health and Safety Training 4. Hazard Identification 5. Hazard Control 6. Subcontractor H&S Management Program 7. Regulatory Compliance 8. Documentation and Reporting 9. Management of Change 10. Personal Injury Emergency Response Process Elements Step 1. SET E&C personnel (e.g., Project Manager, Sponsor) identify contractors that may be included on a project request for bid list and contact the CMT to initiate the eligibility assessment process. CMT confirms that the prospective contractor is registered in the E&C Contractor database. If the contractor is not already registered, the CMT follows the registration process (Section 2.2.1) simultaneously with the eligibility process. For registered contractors, CMT provides the prospective contractor with H&S-100 and the Contractor Guidebook. (The Contractor Guidebook can be provided either in hardcopy or by telling the contractor to download the Guidebook file from the E&C external Web site for contractor safety management materials.) Step 2. Contractor submits a completed H&S-100 and corresponding information or documents (e.g., generic H&S plan) to CMT. Step 3. CMT forwards the completed H&S-100 and corresponding information to E&C H&S and the E&C H&S Specialist reviews the submitted documentation. Professional judgment will be required to E&C Contractor Safety Management Program Page 15

16 E&C Contractor Safety Management Guidebook determine the adequacy of the submitted contractor program and controls, relative to the hazards posed by the work scope envisioned for the Contractor. Step 4. E&C H&S Specialist informs CMT of approval of H&S-100 and any necessary corrective action plans by signing off on Section E of H&S-100. CMT will record the acceptance of the documentation in the database. Notes: 1. CMT may initiate bidding process or other contract processes prior to and / or during part of the H&S-100 completion. 2. CMT will establish a set of typical bid documents to be sent to prospective contractors including H&S General Terms and Conditions. 3. Project Manager / Sponsor may request a pre-bid / quote meeting to clarify health and safety issues. 4. CMT will only proceed with bid award once H&S-100 and H&S 101 have been reviewed and approved by the H&S Specialist. 5. There shall be circumstances where a Project Manager / Sponsor chooses to use a Contractor that does not meet the criteria. When this situation occurs, the Project Manager / Sponsor must develop a Corrective Action Plan. The following items are required on the Corrective Action Plan. These items are used to identify the problem area(s) and monitor performance: a. Items of non-compliance b. Reason for using a contractor that is non-compliant c. Corrective action required d. Reporting requirements and frequency e. Assignment of responsibility for reporting and reviewing the reports f. Oversight requirements Roles and Responsibilities Project Manager / Sponsor - Overall accountability for contractor selection. - Provide support to the E&C H&S Specialist, as required. CMT Page 16 Version / Date: Manage eligibility process; maintain database and ensure renewal of eligibility as per defined frequency. - Receive request from E&C Project Manager / Sponsor and distribute a letter to the Contractor with instructions on form completion and submission of H&S-100 and Contractor Guidebook. - Support communication between Project Manager / Sponsor, E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

17 E&C Contractor Management Safety Guidebook Contractor, CMT, and E&C H&S Specialists. - Include corrective action plans as part of database, as appropriate. - Identify necessary safety-related special conditions for inclusion into bid documents. E&C Health and Safety Specialist - Evaluate and approve H&S-100 based on the information supplied by Contractor. - Work with the Contractor to clarify issues. - Advise on corrective action plans based on professional judgment in collaboration with Project Manager / Sponsor Selection and Contracting Process The selection and contracting process involves reviewing the Contractor s completed H&S-100 and H&S-101 to ensure the Contractor has: 1) adequate generic health and safety programs; and, 2) risk controls for the defined scope of work and identified risks. SET can then enter into agreements with the contractor, integrating all H&Srelated requirements into contract / agreement Ts and Cs. H&S-101 Hazard ID and Control H&S-101 focuses on project-specific risks and is used once the project scope is defined and contractors are being screened for inclusion on bid slates Process Elements Step 1. The E&C Project Manager completes H&S-101 Section A Scope of Work and Section B Hazard Identification Disclosure (in conjunction with an E&C H&S Specialist) and forwards to CMT with a list of bidding contractors. Step 2. CMT reviews the description of the scope of work and reviews the prospective Contractor Registration. If H&S-100 has been completed through previous submissions, the Contractor does not need to re-submit and CMT can proceed to the completion of H&S-101. If they are not registered in the database and/or have not provided generic H&S program information, CMT requests the contractor to submit 7T-202 and / or H&S-100. Contractor submits information requirements to CMT and CMT forwards to an E&C H&S Specialist. Step 3. The E&C H&S Specialist reviews the submitted documentation. Professional judgment will be required to determine the adequacy of the submitted project-specific contractor program and controls, relative to the hazards posed by the work scope envisioned for the Contractor. If a completed 7T-202 and / or H&S-100 are submitted at this time, they E&C Contractor Safety Management Program Page 17

18 E&C Contractor Safety Management Guidebook are evaluated as described in Sections and , respectively. Step 4. The H&S Specialist informs the CMT of approval of H&S-101 and any necessary corrective action plans by signing off on Section E of H&S-101. CMT will record the acceptance of the documentation in the database. Notes: 1. CMT may initiate bidding process or other contract processes prior to and / or during part of the H&S-100 and H&S-101 completion. H&S-100 and H&S-101 can be completed simultaneously. 2. CMT will establish a set of typical bid documents to be sent to prospective contractors including H&S General Terms and Conditions. 3. Project Manager / Sponsor may request a pre-bid / quote meeting to clarify health and safety issues. 4. CMT will only proceed with bid award once H&S-100 has been reviewed and approved by the E&C H&S Specialist. 5. Project Managers will ensure H&S-101 is completed and reviewed by the E&C H&S Specialist prior to any field work beginning. 6. There shall be circumstances where a Project Manager / Sponsor chooses to use a Contractor that does not meet the criteria. When this situation occurs, the Project Manager / Sponsor must develop a Corrective Action Plan. The following items are required on the Corrective Action Plan. These items are used to identify the problem area(s) and monitor performance: a. Items of non-compliance b. Reason for using a contractor that is non-compliant c. Corrective action required d. Reporting requirements and frequency e. Assignment of responsibility for reporting and reviewing the reports f. Oversight requirements Roles and Responsibilities Project Manager / Sponsor - Overall accountability for contractor selection. - Ensure complete and accurate scope of work is available for conducting risk assessments and contractor program reviews. - Provide support to the E&C H&S Specialist, as required. CMT Page 18 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

19 E&C Contractor Management Safety Guidebook - Include corrective action plans as part of database. - Identify necessary safety-related special conditions for inclusion into bid documents. - Support communication between Project Manager / Sponsor, Contractor, CMT, and E&C H&S Specialists. E&C Health and Safety Specialist - Evaluate and approve H&S-100 and H&S-101 based on the information supplied by Contractor. - Work with the Contractor to clarify issues. - Advise on corrective action plans based on professional judgment in collaboration with project manger/construction supervisor Project Planning Process The job-planning and mobilization processes ensure that adequate H&S planning is done prior to field activities. This includes familiarizing the contractor s personnel and SET E&C personnel with the project, location, facility, personnel and other important information related to the scope of work, H&S risks and performance expectations. The project-specific site safety plan is the foundation for risk control for E&C projects. The plan is prepared by contractors and includes sitespecific procedures. H&S-100 and H&S-101 in the Eligibility and Selection and Contracting processes form the basis for the plan. It is customized for the specific project and site risks, and is communicated in the mobilization meeting, site training, and orientation for project personnel Process Elements 1. Project H&S Plan H&S 103 Contractor Project H&S Plan Checklist H&S-105 Job Safety Analysis Prep Checklist After award of contract, the Project Manager / Sponsor will initiate the request for the project-specific H&S plan ( Plan ). The E&C H&S Specialist may work with the contractor on the Plan. The E&C H&S Specialist shall ensure corrective action plans developed as part of the Registration, Eligibility and / or Selection and Contracting phases are captured within the Plan and are taken into account when developing oversight activities. The E&C H&S Specialist reviews the Plan outline and works with the contractor to correct deficiencies prior to, or during, initial site work. 2. Mobilization Meeting The E&C H&S Specialist prepares for the H&S portion of the project mobilization meeting with key job site personnel. The scale of the E&C Contractor Safety Management Program Page 19

20 E&C Contractor Safety Management Guidebook mobilization meeting is a function of the project scope and work activities. Project Manager, Construction Manager and Superintendent decide on scope, scale, and participants, and lead the meeting. The intent of the meeting is to: - Review the Contractor s Site-Specific H&S Plan. - Ensure communication and expectations are clear. - Orient the contractor and SET personnel to the project start. - Review other significant project information, including H&S issues and PIER program arrangements. Suggested attendance at the mobilization meeting includes: - E&C: Project Manager, Construction Supervision, Chief Inspector, Safety Representative. - Contractor: Superintendent, Foremen, Safety Representative. H&S-110 Universal Attendance Record H&S-111 Construction Contractor's Project- Specific H&S Orientation Checklist An attendance sheet (with signatures) is needed for participants. 3. Pre-Job Safety Orientation Prior to the beginning of work activities, a Pre-job Safety Orientation is completed and documented on the attendance form. The purpose of orientation is to ensure all job site personnel are aware of: 1) E&C H&S performance expectations; and, 2) the contractor s operational safety risks and controls. 4. Site Visitors All visitors to the site require an E&C orientation. Unescorted visitors additionally require the Contractor s Pre-Job Safety Orientation. Notes: - The E&C H&S Specialist uses the Universal Attendance Record, or an equivalent Contractor form, for all meetings and training sessions. This becomes a core H&S record of attendance for the project. The Health & Safety Agenda Checklist is used by the E&C H&S Specialist to record meeting notes regarding H&S topics. - The Universal Attendance Record (or equivalent) is completed by the Contractor and / or H&S Specialist and for all training or orientation sessions and required for all projects. - All training records shall be retained on-site during the course of the project. - The Contractor shall provide access to the training records upon request Roles and Responsibilities E&C H&S Specialist Page 20 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

21 E&C Contractor Management Safety Guidebook - Support project team with H&S portion of Project Mobilization Meeting and Pre-job Orientation. Project Manager / Sponsor - Coordinate and lead pre-job planning safety activities. Contractor - Prepare and maintain Site-Specific Health & Safety Plan. - Organize and participate in Pre-job Safety Orientation Meetings Project Execution Processes Field oversight processes monitor performance and correct deficiencies in contractor programs, working in partnership with the contractor. Oversight involves monitoring, interacting and communicating with the contractor to ensure H&S risks are appropriately addressed, using the contract documents (e.g., project-specific safety plan) as binding performance expectations. Exercising H&S oversight does not relieve the Contractor of their performance obligations under the contract, or the right to exercise control over their organization and the performance of the work Process Elements 1. Oversight Process TS 661 H&S Inspection Checklist - The SET E&C Project Manager / Sponsor or designated SET E&C Safety Inspector shall have an established line of communication with the Contractor s supervisors directing the work. The projectspecific safety plans will detail specific reporting and communications processes for the project. - Issues identified by SET E&C personnel that require attention, under the contractors authority, will be communicated to the contractor representative. - SET E&C personnel have the authority to instruct contractor personnel to halt activities that present imminent personal danger and will then notify the contractor representative. - Contractor personnel are also expected to halt any activity they observe that presents an imminent danger. - Any changes or instruction to be given to the contractor crew would normally be directed through the Contractor s supervisors on location. - The E&C H&S Specialist shall ensure that any corrective action plans that are developed as part of the Registration, Eligibility, and/or Selection and Contracting phases are captured within the project-specific safety plan and are taken into account when developing oversight activities. E&C Contractor Safety Management Program Page 21

22 E&C Contractor Safety Management Guidebook TS 661 H&S Inspection Checklist H&S-106 Corrective Action and Escalation H&S-102 Health & Safety Agenda Checklist H&S-106 Corrective Action and Escalation H&S-107 Safety Tailgate Meeting Checklist - The frequency and scope of SET E&C representative worksite inspections will be dependent on factors such as the duration of the job, degree of H&S risk, risk mitigation plans, status of the contractor (e.g., Conditional), corrective action plans and any other factors that could impact the potential safe completion of the work. The SET E&C Director of Safety has final judgment as to the frequency and scope of the inspections. - Typical oversight systems which may be used include: o Informal Job Site Reviews Ongoing identification of safety issues by all project personnel. A walk-through health and safety review may be performed by SET E&C representatives. o Formal Periodic Health and Safety Inspections Periodic inspections will be conducted and documented by SET E&C H&S approximately once per week. All noncompliant items will be documented. Items not corrected immediately will be translated to a Corrective Action and Escalation form. o Project Meeting H&S content -- to be used as a guideline to E&C and Contractors for H&S discussion at the regular weekly project meetings which include a review and discussion of safety issues. Content of the discussion can be o included in tailgate meetings for the following day. Corrective Action and Escalation Form An internal form for safety issues that cannot be resolved in the field. Completed by field E&C management and sent to SET E&C Management and H&S Director, as appropriate. Applies to all projects. - Contractors are required to conduct a daily safety briefing with their staff and sub-contractors to discuss H&S risks, concerns and issues prior to the start of work. A SET E&C Safety Inspector will periodically review contractor documentation of safety briefings and will attend periodically. Attendance can be via teleconference, but the preferred practice is to attend in person. Contractors must document their daily safety briefings so the Project Manager / Sponsor or SET Safety Inspector will have access to subjects discussed. 2. Management of Change Process Identifying and Addressing New Hazards H&S-104 Management of Change - Based on the magnitude of the changes to scope and/or newly identified H&S risks, the project-specific H&S Plan will need to be reviewed and revised. The depth of the review and revisions will be based upon the scope of the changes and new risk profile. Scope changes are any changes to the work site conditions, job activities or project-specific H&S plan that have an impact on H&S exposure. - The SET E&C H&S Inspector or Specialist must ensure the Page 22 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

23 E&C Contractor Management Safety Guidebook H&S-101 Hazard Identification and Control H&S-106 Corrective Action and Escalation TS-708 Incident Notification H&S 108 PIER Program Checklist contractor has the appropriate mitigation plans in place to address any new or additional H&S risk prior to proceeding with the work. - Changes to H&S risk will be documented on H&S-101 form or on a new Job Safety Analysis, as appropriate. Any items that cannot be resolved between parties will be translated to the Corrective Action and Escalation Form. - The Contractor will establish training and communication requirements based on the changes. For example, tailgate meetings, formal training, specialized work-crews, signage and distribution of the new JSA. 3. Safety Incidents - H&S incidents including injuries, spills & releases of chemicals, fires or explosions must be investigated by the contractor to determine the cause Roles and Responsibilities Project Manager / Sponsor - Responsible for ensuring an adequate oversight function E&C H&S Specialist - Support development of an adequate oversight function is established. - Provide quality assurance for oversight function Contractor - Actively participate in oversight activities. SET E&C Safety Inspector - Fulfill oversight activities as directed by Project Manager, Chief Inspector or SET E&C H&S Specialist Project Closure Process 7T-195 Contractor Performance This process provides a consistent basis to evaluate and document the performance of contractors. The Sections A and B (hazardous occurrence summary and H&S performance, respectively) of the Contractor Performance Summary form are used to determine if the contractor is capable and eligible to continue to work for SET E&C. H&S performance evaluation is typically performed at the end of a project. For longer term or complex projects, an interim performance evaluation should be considered. E&C Contractor Safety Management Program Page 23

24 E&C Contractor Safety Management Guidebook The H&S performance evaluation may address the following, if applicable: - Inspection results - H&S incidents - Contractor s performance - Areas for improvement or positive feedback - Suitability of the contractor for future work - Feedback to SET E&C from contractor Process Elements 1. Evaluation Process - The E&C H&S Specialist or designate (someone that has observed the contractor s safety-related activities) shall document the contractor s H&S performance on Sections A and B of the Contractor Performance Summary form. - The evaluation may be done at the completion of a job, the termination of a contractor, or periodically during the job. If a contractor has a dedicated corporate health and safety group, joint evaluations may be considered. - The evaluation of a contractor s health and safety performance should be based on the duration of the project, type of work being performed, and the safety performance of a contractor over the period of performance. - The H&S evaluation is forwarded to the Project Manager. - Upon completion of the evaluation, the results will be forwarded to CMT for input into the E&C Contractor database. - SET E&C will review H&S performance with the contractor at an appropriate time as defined by the E&C H&S Specialist and the Project Manager. - All significant non-compliant items checked on the Project Safety Inspection Forms must be documented in this process. 2. Contractor Suspension - Local Area and/or Activity o In any region, if a contractor is banned from working for SET E&C, the reasons shall be documented in writing and signed by the E&C Project Director and Safety Director. The E&C Safety Director will work with the Project Director to determine the length of the suspension. o This documentation shall be distributed by the signing Directors to the E&C Management Team. o CMT shall: Note the ban in the comments section of the Contractor Database, including length of suspension. Notify finance so that changes can be made so that a contract cannot be developed. Page 24 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

25 E&C Contractor Management Safety Guidebook Communicate the details of the ban to the contractor once approval is given by the Legal Department. - E&C Wide Ban o The reasons for the ban, duration of the ban and requirements for lifting the ban will be documented in writing and signed by E&C Safety Director, General Manager Engineering Services and the Vice President E&C. o The ban shall be communicated to the E&C Management Team at the next meeting. o CMT shall: Note the ban in the comments section of the Contractor Database. Notify finance so that changes can be made so that a contract cannot be developed. Communicate the details of the ban to the contractor once approval is given by the Legal Department Roles and Responsibilities E&C Health and Safety Specialist - Manages the Contractor H&S Evaluation Project Manager - The Project Manager / Sponsor is accountable for ensuring the H&S portion of the Contractor Performance Summary is complete, for reviewing details with the contractor, and for submitting the form to the CMT in a timely manner. 2.3 Contract Requirements Background The Registration, Eligibility, Selection and Contracting processes ensure that contractors are safety-capable. In the tendering phase of the project, all SET E&C requirements need to be integrated into the formal documents to ensure that there are no misunderstandings as to expectations of the contractor. The RFP must clearly communicate: The scope of work, including potential hazards E&C s project management coordination role H&S requirements, including the required inclusions for the contractor s H&S program and project-specific H&S Plan The requirement that contractors disclose relevant subcontractors and that contractors are held responsible for subcontractor performance Contract Inclusions Contracts will clearly define H&S requirements, including: E&C Contractor Safety Management Program Page 25

26 E&C Contractor Safety Management Guidebook Contractor responsibility for strict compliance with H&S requirements, including SET E&C requirements, all applicable laws, regulations and other legal requirements, and the contractor s Site-Specific H&S Plan. Contractor H&S training and orientation programs. Contractor H&S communication and documentation processes, including safety meetings. Contractor programs for non-retaliation against employees reporting H&S matters, including non-compliance issues and potential unsafe conditions. All contractor safety commitments in submitted forms are attached to contract / agreement. Contractor responsibility for timely reporting all incidents to E&C (work-related injuries and illnesses, non-compliance matters, etc). A provision to suspend or terminate work and withhold payments if the contractor fails to observe the H&S criteria spelled out in the contract or the RFP. Contractor commitment to suspend / replace sub-contractors that do not execute work in a safe manner consistent with requirements in this document. Page 26 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.

27 E&C Contractor Management Safety Guidebook Section 3.0 Contractor Health and Safety Programs 3.1 Overview Safety programs that are capable of delivering the performance expectations in the SET Vision and Principles are made up of the fundamental building blocks of culture, systems and behavior. This section discusses the H&S programs that E&C expects contractors to have in place in order to be capable of delivering the SET vision. 3.2 Contractor H&S Programs and Plans H&S-103 Contractor H&S Plan Checklist E&C expects contractors to include the following elements in their health and safety planning: 1. Safety Leadership 2. Employee Engagement 3. Health and Safety Training 4. Hazard Identification 5. Hazard Control 6. Subcontractor H&S Management Program 7. Regulatory Compliance 8. Management of Change 9. Documentation and Reporting 10. Personal Injury Emergency Response Contractors are expected to document their programs in these 10 areas, either in their company-wide H&S programs or in their project-specific health and safety plans. They must be able to demonstrate how all elements are delivered at the job site. E&C processes for overseeing contractor implementation of these elements are described in Section 2.0 of the Guidebook. TS-661 H&S Inspection Checklist The 10 elements are described in the following table. The elements form the basis for the Safety Inspector s H&S Inspection Checklist. Links to E&C tools that support oversight of contractor implementation of these elements of their H&S programs are provided in the left hand column. E&C Contractor Safety Management Program Page 27

28 E&C Contractor Safety Management Guidebook 3.3 H&S Program Elements Contractor H&S Program Elements Contents 1. Safety Leadership a. Contractor H&S Policy and performance expectations are communicated to the organization and subcontractors b. Documented key staff responsibilities for H&S c. Management involvement in safety meetings and other safety awareness activities d. Leaders (e.g., on-site project management) participate in identifying hazards and developing controls e. Leaders actively participate in accident investigations and follow-up corrective action f. Continual improvement program 2. Employee Engagement 3. Health and Safety Training a. Safety meetings and briefings (e.g., safety committee meetings, worker trade committee meetings, crew team meetings, tailgate safety meetings) b. Programs to encourage employees to address unsafe acts or conditions; nonretribution policy c. Employee incentives acknowledging safe behaviors; Don t Walk By (or equivalent) a. Approach to training and orientation of workforce and supervisors for jobspecific conditions b. Approach to project-specific training and communication of SET E&C policies and procedures (where applicable) c. Approach to site orientation of workforce, subcontractors, visitors, and owner personnel d. Process to assure staff qualifications are fit for purpose e. Competent supervisor training f. Compliance training g. Approach to literacy limitations h. Training documentation Page 28 Version / Date: E&C Contractor Safety Management Program Current version available from The Source. Printed versions may not be most current.