Oil Sands And In Situ Contractor Safety Regional General Manual

Transcription

1 Document Number: RGM10001 Revision Date: 2015/07/09 Revision: 2 Oil Sands And In Situ Contractor Safety Regional General Manual Business Process Manual General Facility: Regional Wood Buffalo FLOC: TABLE OF CONTENTS 1.0 Purpose Principles Accountability and Responsibilities Managing System - Steps Contractor Qualification Contractor Prequalification Prime Contractor Contract Preparation Contract Work Scope Staged vs. Structured Contractors Pre-Award Process Communication of Contract EH&S Expectations Multiple Proponents/Bid Process Bid Clarifications Sole Sourced Contracts Contract Work Execution Contractor Orientation and Training Pre-Job Mobilization Meeting Kick Off Meeting Work Coordination and Monitoring Contract Evaluation and Audit Metrics Compliance Interpretation and Updating Reference Standards and Procedures Appendices Appendix 1 High Level Process Map Flow Diagram Appendix 2 Prime Contractor Memo Appendix 3: Sample Prime Contractor Designation Map Appendix 4 Sample Work Scope Template Appendix 5 - Pre-Bid Meeting Check Sheet Appendix 6 - Pre-Job Mobilization Check Sheet Appendix 7 Kick Off Meeting Check Sheet Appendix 8 Sample Contractor Training Matrix Appendix 9 Sample Contractor EH&S Performance Evaluation Form Appendix 10 Contractor Management Workplace Observation Form Appendix 11 Contractor Management Compliance Checklist Approved By: Jim Chuey, GM - EH&S Oil Sands & In Situ Page 1 of 31

2 1.0 Purpose In accordance with CO-S16A Process Safety Management System Contractor Safety Standard, this business process manual establishes practices to minimize the risks (including injuries and illnesses, environmental harm, property damage, and business losses) associated with on-site contractor activity within Oil Sands and In Situ. The practice promotes: The safety of all contractor personnel working in Oil Sands and In Situ operations which include but are not limited to Firebag, MacKay River, DCLL and Oil Sands. Contractor work practices and procedures that meet or exceed Suncor s requirements for risk management and safe work procedures. 2.0 Principles Contractors are an integral part of Oil Sands and In Situ and their safety is essential to our business. Oil Sands and In Situ will promote the safety of our contractors by following the processes contained in this document. Suncor shall not use contractors to execute work that would be considered unsafe for Suncor personnel unless the contractor s special expertise and training allow these jobs to be performed safely. Regardless of whether tasks are completed by Suncor personnel or contractor personnel, all tasks must be completed safely and performed in accordance with established procedures and safe work practices and must be consistent with the principles and essential features of the Operational Excellence Management System (OEMS). The contractor s environment, health and safety (EH&S) work practices do not have to be identical to Suncor procedures but must provide an equivalent level of protection. All contractor personnel must be competent, properly trained, and informed of all hazards, safety rules, and procedures as well as EH&S expectations. Contractor personnel will also be properly oriented to the area they will be working in. In order to promote the safety of contractors within Oil Sands and In Situ, Suncor will assign a Contractor Coordinator for each contractor performing hands-on work within the assigned area. The roles and responsibilities of the Contractor Coordinator may be designated to another position (e.g. Project Manager, Construction Manager, Supervisor, Engineer, etc.) or positions depending on the business area s organizational structure and/or the extent of the work scope. The Supply Chain Management (SCM) Representative, in conjunction with the Contractor Coordinator, shall prepare and develop the contract based on the scope of work. Execution of all hands-on work performed within the assigned area shall be under the direction of the Contractor Coordinator. Role-specific training will be provided and required for Contractor Coordinators and designates. This process manual is applicable to on-site contractors and sub-contractors that perform work in areas where hands-on work occurs. Hands-On Work is defined as physical work activity performed outside of an office environment, on a designated work site, by craft workers, engineering personnel, vendor representatives or management personnel of a contracting firm. Hands-on work involves, but is not limited to, such activities as measuring, cutting, placing, and working at heights. Page 2 of 31

3 3.0 Accountability and Responsibilities The Operations SVPs for OS/IS: Support the execution of this process. Business Area and Functional Leaders: Provide sufficient competent resources, including Contractor Coordinators to manage, evaluate and maintain the level of contractor safety within Oil Sands and In Situ as per CO-S16A Process Safety Management System Contractor Safety Standard. Designate Contractor Coordinators to oversee the contracting process and all work done by contractors. Provide proper training for the Contractor Coordinators. Set goals, objectives and expectations for contractor EH&S performance. Establish accountability for EH&S performance against goals and objectives. Establish a process for evaluating contractor EH&S performance. Engage functional support to periodically evaluate and/or audit the contractor s EH&S management process to determine if the contractor s EH&S processes are adequate. Supply Chain Representative: Ensures requests for quotation (or equivalent market requests) include applicable EH&S requirements as determined with EH&S personnel and the Contractor Coordinator. Facilitates the prequalification process and assure compliance. Confirms the contractor's proposal meets the bid package mandatory requirements. Arranges for required meetings (i.e. pre-bid, pre-job mobilization, kick off, etc.) to be held with the prospective contractor as appropriate. With the Project Leader and/or Contractor Coordinator, ensures that a pre-job mobilization meeting is conducted with the contractor after the contract has been signed but prior to the contractor mobilizing to site as required. Maintains all pertinent documentation and check sheets in the contractor s file for future use. Upon contractor mobilization, ensures the appropriate kick off meetings specific to the scope of work are conducted before starting work. Schedules regular meetings, as frequently as deemed necessary, with the contractor to discuss EH&S aspects of the contract through the Supplier Performance Management framework. Facilitates monitoring of ongoing supplier performance and maintains a performance history through the Supplier Performance Management framework. EH&S Representative: Sets prequalification criteria for contractor safety performance per project. Assists in the preparation of the bid package, pre-bid meeting, pre-job mobilization meeting and kick off meeting as required. Assists in the selection of leading and lagging metrics to be requested of the contractor. Assists in assuring the contractor is informed of the known potential fire, explosion, reactive chemicals, mechanical, physical or toxic release hazards related to the work area and contractor s work. Provides interpretation and maintenance of Suncor EH&S standards and policies. Conducts periodic audits of contractor EH&S performance. Assists in contractor evaluation. Contractor Coordinators ensure: A pre-job mobilization meeting (including Supply Chain, EH&S and any other functions deemed necessary) is conducted with the contractor after the contract has been signed but before the contractor mobilizing to site. The contractor is informed of the known hazards such as potential fire, explosion, reactive chemicals or toxic release hazards related to the contractor s work as well as any other physical, mechanical or asphyxiation hazards. Continued on next page Page 3 of 31

4 Continued The contractor is informed of any applicable safety rules and procedures on site, including safe work practices for the control of hazards, entry-into operating areas, emergency response plans and special mandatory PPE requirements. A kick off meeting (including Supply Chain, EH&S and any other functions deemed necessary) is conducted before starting work. The contractor is requested to provide the leading and lagging metrics required while providing services to Suncor. Contractor orientation and training are completed and documented. Work is done in accordance with the contract terms and documented by means of audits, reports and reviews. Effectiveness of the contractor s safety orientation, communications and training is periodically evaluated. The contractor has a process in place verifying that contractor personnel have the appropriate job skill and safety training and are qualified to perform the contracted work safely (e.g. conduct periodic checks requesting the contractor to provide a training matrix and proof of training). The contractor maintains training records to show that each of the contractor s personnel has received and understood the training described above. Contractors follow the safety rules and applicable safe work practices of the site by periodic monitoring and observation. Contractors have a process to ensure contractor personnel report fit for duty. Contractors are aware of the requirement to notify Suncor before hazardous materials are brought to the assigned work site. The contractor s work is monitored and deficiencies are communicated to the contractor, with a requirement for timely correction. The contractor reports all incidents to the Contractor Coordinator and investigates all incidents occurring at the assigned work area as per Suncor incident reporting requirements. The contractor complies with applicable laws and regulations. A work related illness/injury log related to the contractor s work in the business area is maintained, and the contractor s safety performance is reviewed periodically. The contractor demobilizes from the work site once the work is completed. A contractor evaluation is conducted during and after job execution. The Contractor will: Ensure each of the contractor s personnel (including sub-contractor s) has the appropriate qualification and job skill training to complete the contracted work within Oil Sands and In Situ. Report all incidents and injuries to the Contractor Coordinator immediately. Manage all incidents and sub-contractor incidents as per Suncor requirements. Ensure each of the contractor s personnel is instructed in the known potential fire, explosion or toxic release hazards related to the job and the process. Collect and report all requested leading and lagging metrics requested by the Contractor Coordinator and/or SCM Representative. Ensure each of the contractor s personnel receives and understands training regarding the following: OSSA Orientation (OSSA Regional Orientation or OSSA Basic Safety Orientation) and site specific orientation and safety rules. Applicable provisions of the emergency response and control plan. Applicable safe work practices of the site. Maintains records to demonstrate that each of the contractor s personnel has received and understood the instruction and training described above. Training records shall include: Identity of the person including applicable Suncor ID numbers Date of training Material covered in training The means used to verify the person understood the training The identity of the person conducting the training. Continued on next page Page 4 of 31

5 Continued Provides the Contractor Coordinator with a training matrix that identifies the applicable job skill and safety training for each of the contractor s personnel at the job site. Periodically provides, upon request of the Contractor Coordinator, actual training and certification records. Ensures each of the contractor s personnel follows the safety rules and applicable safe work practices of the facility. Establishes a program to ensure the contractor s personnel report fit for duty. Advises the Contractor Coordinator of any unique hazards presented by the contractor s work, or any hazards found during the contractor s work. Demobilizes personnel and equipment upon completion of the job. Will not work outside of the scope established until purchase order/work authorization approval is updated. 4.0 Managing System - Steps Oil Sands and In Situ will use the following methodology to promote contractor safety. 4.1 Contractor Qualification Contractor Prequalification All contractors and sub-contractors that sell goods and/or services to Suncor will be required to register in the PICS system and be in compliance with Suncor prequalification standards. Please note the following: The PICS tool and process is available for suppliers to pre-qualify (check Suncor.com/Working With Us for the link; alternatively go to For additional questions related to the registration process, contact PICS customer service at (800) ext. 1. If you have further questions related to the Suncor program, send an to prequal@suncor.com. SCM is responsible for checking whether contractors have the proper prequalification status before being involved in a bid process or being awarded a new scope of work. Note: Waiving a Contractor Waiving a supplier from prequalification should be done only in emergency situations when a Suncor business unit (BU) requires the immediate use of a supplier that is not registered in the Suncor Pre-Qualification Tool. Depending on the determined level of risk for waiving the prequalification, sign off may be at the VP level. SCM- MCT-L must be adhered to when waiving a contractor from prequalification Prime Contractor Prime Contractor is the contractor, employer, or other person who enters into an agreement with the owner of the work site to be the prime contractor, or if no agreement has been made or if no agreement is in force, the owner of the work site. This is a process controlled by SCM. The Prime Contractor Memo in Appendix 2 must be completed for a contractor to be designated as prime. Designation of Prime Contractor To be designated Prime Contractor status, the Director of Supply Chain Management and business area/functional Vice President will verify and approve that the following items have been completed: Legal description including a site map with coordinates demarcating the area approved for the Prime Contractor (Appendix 3 shows an example of a Prime Contractor Map). A process for controlling site access provided by the contractor. Signed, legal agreement along with the terms and conditions between Supply Chain Management (approved by business area/functional Vice President) and the contractor. A documented emergency response plan and external notification process. Documents to be kept on file with SCM. Continued on next page Page 5 of 31

6 Continued Business area issues Prime Contractor general permit along with map and coordinates. All Prime Contractors must be prequalified. When evaluating if a Contractor and a scope of work is suitable for a Prime Contractor designation, the following questions should receive a positive response. Any negative response would typically result in an unsuitable Prime Contractor relationship. 1. Does the contractor meet prequalification requirements? 2. Is the scope of work for the area that the contractor will be working in clearly understood by both Suncor and the contractor? 3. Will all activities in the scope of work occur independently from other Suncor work activities and operations? Is there little to no interface with other Suncor equipment or work? 4. Can the Prime Contractor s worksite be physically separated from the rest of Suncor operations activities so that minimal personnel and vehicle traffic interface occurs? 5. Can materials handling be separated for the scope of work? Responsibility of the Prime Contractor Coordination of the efforts of all employers at the work site, so that work being carried out by one employer does not create a hazard to the workers of another employer. Overall responsibility to ensure compliance to the Alberta OH&S Act, Regulation and Code at the work site. Overall responsibility to ensure that a safety system or process is in place to comply with the Alberta OH&S Act, Regulation and Code. Reporting of all serious injuries and accidents to required outside agencies. Provide Suncor with all pertinent information regarding incidents within prime work area. Investigating all serious injuries and accidents. Prime Contractor may also have contractor, employer and supplier responsibilities. 4.2 Contract Preparation Contract Work Scope The contract scope of work will be developed by the business area in conjunction with a safety resource to help identify EH&S hazards and include appropriate safety requirements. Involvement from area subject matter experts should be included when necessary. The scope of work will be written with enough detail to define all work that is to be performed. This work scope will identify the specific EH&S requirements for the location, nature and type of work to be performed by the contractor as well as the expected performance criteria. The scope of work will also either include or specifically reference all policies, standards, procedures, work practices, work permits, authorizations, plans, rules and emergency procedures applicable to the work to be performed. In situations where the Prime Contractor role will be assigned to the contractor, the scope of work should also specifically identify that the contractor is accepting the role of Prime Contractor. Page 6 of 31

7 When developing a work scope the following check list should be used to ensure all requirements are included: Sample Check list for Scope of Work and General Requirements Project name Duration and start date General description Location In which area or plant will the work be performed? Where are the materials to be delivered? Purpose of work Background Special requirements Out of Scope items These are to be addressed with a Field Change Notice/Project Change Notice Materials and equipment to be furnished by contractor and Suncor Key personnel Who are the Suncor individuals involved? Contacts: technical, commercial, other Methods of communication Cell phones, radios, etc. Deliverables Reports, documentation, inspections, safety, costs, schedule Hazard and risk assessment EH&S considerations and known hazards in work area (HAZOP, FLRAs) Travel considerations, accommodations, infrastructure requirements (i.e. lunchrooms, washrooms, storage, etc.) Staged vs. Structured Contractors There are two different models for contractors within Oil Sands and In Situ. Staged Contractors will have different considerations from Structured Contractors (as discussed below). Staged Contractors are members of a flexible workforce planned and scheduled on a calendar basis. There is one purchase order (PO) to cover their services and rates, but they are able to attend to multiple tasks and the individual items of work that they perform can be charged to various other cost objects according to how their time is scheduled. Staged contractors belong to a work centre and usually do not have a fixed contract and date. Key elements (Staged Contractor): Part of mixed resource pool for planning and scheduling purpose (work with or in place of regular base crew). Not for a specific task, but for a specific skill set. Not a firm end-date of availability, but based on estimate. PO line item created to cover average work performed within a given timeframe. Capacity planned and scheduled via the work centre the resources are assigned to. KIOSK time entry or time entered by administrator draws down the hours on the PO throughout the course of the year. Special considerations for Staged Contractors: Due to the nature of Staged Contractors, it is important that Suncor interacts with Staged Contractors in a way that ensures that contractor personnel have been appropriately qualified and trained to perform all scopes of work which they may be assigned. The Contractor Coordinator: Validates that the contractor develops and maintains systems to provide training to contractor personnel to ensure that they are qualified to conduct assigned tasks in accordance with the applicable Suncor procedures. Ensures any revisions or updates to specific procedures are coordinated and communicated between Suncor and the applicable contractor company. Periodically evaluates and audits the contractor training and qualification process as it applies to use of Suncor maintenance or operations procedures. Page 7 of 31

8 Structured Contractors typically perform a fixed activity. They are planned and scheduled on a job-to-job basis. Each job performed has a separate PO to which contractor charges are coded. They do not belong to a work centre and generally are contracted for a definite time period that can be extended if necessary. Key elements (Structured Contractors): Specific service Definite time period Not part of mixed resource pool for planning and scheduling Entered as an external service and assigned to the relevant operation step of a work order A PO line item created for each external service line Tasking documents issued to the service provider before start of work Tasking documents used to report and charge for work performed 4.3 Pre-Award Process Communication of Contract EH&S Expectations Clarification of Suncor s EH&S requirements and contractor proposals should be done before the contract is awarded. Clarification of safety expectations is a step that must occur whether the work is awarded through a bid process or is sole sourced. In either instance, before forming the contract, EH&S expectations need to be identified and documented Multiple Proponents/Bid Process If there are multiple proponents or bidders, SCM will arrange for a pre-bid meeting to be held with the prospective contractors. A member of SCM, area EH&S Advisor, Project Leader, Contractor Coordinator and contractor s representatives will attend these meetings. The purpose of the pre-bid meeting is to ensure that prospective bidders clearly understand the identified work scope and business area specific expectations. Suncor should communicate known potential hazards associated with the work area as well as the relevant Suncor policies, standards, procedures, work practices and rules that may affect how the work should be performed. This meeting also gives the contractor the opportunity to ask questions and seek understanding of the identified work scope so, before bidding, they are confident that they can safely execute the work. At this meeting the contractor will be informed that each Contractor will be required to develop a site-specific EH&S Hazard Assessment and Control Plan detailing how the work will be performed safely upon award of the contract. It should be made clear that it is the obligation of the contractor to supplement the information provided by Suncor for the purpose of the Hazard Assessment and Control plan. The Hazard Assessment and Control Plan is a step by step analysis of all known tasks to be performed, the risks associated with those steps and the mitigations in place to control or eliminate the risks. It is detailed and specific to the project as described in the scope of work and is submitted to Suncor before the pre-mobilization or kick off meeting. Where possible, a site visit should be conducted with the prospective bidders. Appendix 5 provides a copy of the Pre-Bid Meeting Check Sheet that must be completed and signed as part of the Contractor Management Process and be maintained for future reference in the Contractor s file by SCM. In many cases the people attending the pre-bid meeting are different from the people who will actually be conducting the work. Therefore, it is important that Suncor has a good understanding of how the contractor will communicate Suncor s requirements to the personnel who will actually supervise and perform the hands-on work. The contractor is required to explain the communication process within their company to their workers. Page 8 of 31

9 4.3.3 Bid Clarifications Following the pre-bid meeting there may be requests for supplemental information. This process is managed by SCM through the Request for Information (RFI) process. The Contractor Coordinator should not engage the Contractor directly as any information released must be shared with all bidders Sole Sourced Contracts If a contract is sole sourced, communication of EH&S expectations will occur before awarding the contract. In these instances, SCM will work with the Contractor Coordinator and EH&S to discuss these expectations in a meeting similar to the pre-bid meeting with the single contractor rather than multiple proponents. 4.4 Contract Work Execution Contractor Orientation and Training All contractors conducting work within Oil Sands and/or In Situ facilities must complete the OSSA Orientation (OSSA Regional Orientation or OSSA Basic Safety Orientation), site, and/or area specific orientation before any work begins. It is necessary to familiarize contractor personnel with the inherent hazards present within their work area and/or Suncor operations that require specific knowledge of the standards and procedures required to conduct the work safely. Job and technical specific training are also required. Examples of these are: Job Specific Training Requirements: Fall Protection Confined Space Entry H 2 S Awareness Safe Work Permit Technical Specific Training Welding Rigging Pipefitter Equipment Operator Pre-Job Mobilization Meeting After the contract has been signed, but before contractor mobilization, SCM, the Project Leader and/or Contractor Coordinator will ensure that a pre-job mobilization meeting is conducted. The Hazard Assessment and Control Plan must be submitted before the pre-job mobilization and/or kick off meeting to allow members time to review. The purpose of the pre-job mobilization meeting is to discuss the work scope specific EH&S Hazard Assessment and Control Plan that has been developed and previously submitted by the contractor. Suncor s EH&S expectations, plan for implementation, execution and monitoring of that plan will be established during this meeting. The Contractor should identify any sub-contractors they will be using on the job at this meeting. This meeting also ensures that all parties (Contractor, SCM, Project Leader, Contractor Coordinator, Area EH&S) clearly understand the identified work scope and are aware of all known and potential hazards associated with the work area. Everyone must have a full understanding of relevant Suncor policies, standards, procedures, work practices and rules that affect how the work will be performed. Continued on next page Page 9 of 31

10 Continued As the contractor personnel attending this meeting may be different from those who attended the pre-bid/pre-award meeting they must clearly understand all of the necessary EH&S requirements since they will be supervising and performing the hands-on work. Appendix 6 Pre-Job Mobilization Meeting Check Sheet must be completed and signed as part of the Contractor Management Process. The contractor cannot mobilize to site and start work until the form is signed by appropriate personnel (as per check sheet). SCM will keep this check sheet in the contractor s file for future reference. This process is applied to Staged Contractors as well as Structured Contractors, but may occur in different ways. For staged contractors, this needs to be performed at the start of a new scope of work but does not need to be completed each time a routine piece of work is performed. For Staged and Structured Contractors already mobilized to the assigned work area, the pre-mobilization meeting may be combined with the kick off meeting if agreed upon by the requesting business area, SCM representative and EH&S representative Kick Off Meeting Following selection and mobilization of a contractor for a specific activity but before start of any work it is required that a kick-off meeting be conducted to confirm all the requirements previously agreed to in the pre-bid and/or pre-mobilization meeting are in place. Confirmation of Suncor and contractor key contact personnel and methods of contact must also be determined during this meeting. The contractor will identify any sub-contractors they plan to use. Appendix 7 Kick Off Meeting Check Sheet must be completed and signed as part of the Contractor Management Process. The contractor cannot start work until the form is signed by appropriate personnel (as per check sheet). SCM will keep this check sheet in the Contractor s file for future reference Work Coordination and Monitoring Contractor Coordinators will coordinate and monitor the contractor s work activities as per the Contractor Coordinator s responsibilities outlined in section 3.0 of this document. Other individuals such as technical specialist or front line supervisors may be designated to assist in the contractor coordination process. These individuals must receive the same training regarding coordination and monitoring of contractors as the Contractor Coordinator receives. The following are examples of monitoring and auditing techniques: Work Place Observations Permit Field Observations Two-Way Supplier Performance Scorecard If the contractor work scope and duration dictate, SCM will schedule regular meetings with the contractor to discuss various aspects of the contract. All issues and concerns (including EH&S) will be addressed with the contractor through these scheduled meetings. The intent is not to accumulate EH&S issues and concerns so that they can be discussed only at this meeting; they should be brought to the Contractor Coordinator s attention when they initially become an issue or concern. This meeting provides the opportunity to re-enforce and discuss issues and concerns and understand actions taken by the Contractor to address these items. The Contractor Coordinator will initiate a Field Change Notice or a Project Change Notice for any deviation from agreed upon scope. Depending on the potential risks, a complete reassessment of the potential hazards and update of the contractor s Hazard Assessment and Control Plan may be needed. Page 10 of 31

11 4.4.5 Contract Evaluation and Audit The Contractor Coordinator will evaluate the contractor s safety performance using the Contractor EH&S Performance Evaluation Form (Appendix 9). This evaluation includes monitoring and investigating: Injury and illness performance EH&S incidents Observations and corrective actions Overall commitment to Suncor EH&S expectations Quality of the contractor s safety program Behavior and effectiveness of contract supervision The Contractor Coordinator, in conjunction with other functions where applicable, will complete a Contractor EH&S Performance Evaluation Form at six-month intervals during the contract term and completion of the contracted work scope. If the term is less than six months the evaluation shall be conducted upon completion of the contracted work scope. The evaluation forms will be shared with the contractors so they can improve their performance. The forms will be maintained by the SCM Representative and reviewed when the contractor is considered for future work. The Business Area will work with SCM and the EHS Program Management Team to designate the Audit Sponsor and determine a plan to audit a sample of contractors in their area. The EHS Program Management Team will appoint an auditor who will perform the audit with assistance from appointed area designates. The audit scope and protocol will be determined for each contractor as required. The Audit Sponsor is responsible for developing a plan to follow up on any items identified during the audits or observations. Business area leadership will support the necessary follow-up activities resulting from audit and observation processes. EHS Supplier Audit Service Level Agreement Supplier Auditing Accountabilities Process Flow The leader of the area in which the work was done must complete Contractor Management Compliance Checklist (Appendix 10) upon conclusion of the project. SCM will keep this check sheet in the Contractor s file for future reference. 5.0 Metrics Oil Sands and In Situ may choose to compile, maintain and review contractor safety related metrics. The following are examples: Leading Performance Indicators Businesses are encouraged to focus primarily on the leading indicators for contractor safety management since this provides opportunities to proactively address contractor safety concerns before incidents occur. Some of the suggested leading indicators for contractor safety management that the business area may choose are: Number of: Personnel on-boarded and oriented. Formal safety meetings per month (Suncor and Contractors). Toolbox Talks held per month (Suncor and Contractors). Safety alerts and bulletins communicated per month to all workers (Suncor and Contractors). Joint Suncor-Contractor field safety inspections conducted by site leaders. Visits conducted by Suncor senior leaders. Visits conducted by Contractor senior leaders. Joint Suncor-Contractor leader visits. Audit observations and corrective actions. Number and quality of FLRAs completed. Page 11 of 31

12 Lagging Performance Indicators Recordable Injury and Illness Frequencies (RIF-C) Lost Time Injury Frequencies (LTIF-C) Life Saving Rule Violations Environmental Contraventions 6.0 Compliance Evaluation of compliance with the requirements of this procedure is outlined in the Corporate Operations Integrity Audit Program outlined in Element 16 Audits and Assessments. 7.0 Interpretation and Updating This document shall be reviewed and revised as necessary and, at a minimum, no later than three years from the date of the last review. This is the responsibility of EH&S. 8.0 Reference Standards and Procedures CO-S16A Contractor Safety GD-S16A Contractor Safety Guidance Document LMS0072A Workplace Observation Standard SCM-ST-013 Supplier Performance Management Standard SCM-MCT-L Pre-Qualify Supplier SCM-MCT-L Manage Supplier Prequalification Flags SCM-MCT-L Waive Supplier from Prequalification SCM-MCT-L Exempt Supplier from Prequalification SCM-MCT-L Internal Kick Off Meeting SCM-MCT-L External Kick Off Meeting 9.0 Appendices Appendix 1 High Level Process Map Flow Diagram Appendix 2 Prime Contractor Memo Appendix 3 Sample Prime Contractor Designation Map Appendix 4 Sample Work Scope Template Appendix 5 EH&S Pre-Bid Meeting Check Sheet Appendix 6 EH&S Pre-Job Mobilization Appendix 7 Kick Off Meeting Check Sheet Appendix 8 Sample Contractor Training Matrix Appendix 9 Sample Contractor EH&S Performance Evaluation Form Appendix 10 Contractor Management Workplace Observation Form Appendix 11 Contractor Management Compliance Checklist Page 12 of 31

13 Appendix 1 High Level Process Map Flow Diagram Page 13 of 31

14 Appendix 2 Prime Contractor Memo Subject Prime Operating Areas Date (Y-M-D) From Department To Business Area Owner Director of Supply Chain Management EHS Area Management cc Suncor s Contractor Safety Manual RGM10001 states that the following criteria must be met before areas can be designated prime contractor status. In order to designate prime contractor status, both the Director of Supply Chain Management along with the Business Area Vice President will approve and verify the following is complete: Legal description including a site map with coordinates demarcating the area approved for the Prime Contractor A process, provided by the contractor, for controlling site access Signed, legal agreement along with the terms and conditions between Supply Operations (approved by business area/functional Vice President) and the contractor A documented emergency response plan and external notification process Documents to be kept on file with SCM Business area issues Prime Contractor general permit along with map and coordinates All Prime Contractors will be prequalified By signing this memo below, the Contractor agrees that the above criteria has been met, and will operate in the above-mentioned areas as prime contractor. Name Company Date Signature Suncor Suncor Suncor Contractor Page 14 of 31

15 Appendix 3: Sample Prime Contractor Designation Map Page 15 of 31

16 Appendix 4 Sample Work Scope Template Project Name Date Prepared: (yyyy/mm/dd) Prepared by: Requested by: Project Description: Duration: Start Date: Finish Date: Material Required: Equipment Required: Workforce & Hours Required: Prerequisites: Task Steps: 1. Persons Accountable for Task: 1. Contacts: Contractor Coordinator Area Manager EHS Suncor SCM Suncor Possible Interferences: 1. Work Permit Requirements: 1. Approvals Date of Approval (Print Name) (Signature) (YYYY/MM/DD) Page 16 of 31

17 Appendix 5 - Pre-Bid Meeting Check Sheet Work Scope Description: The following items will be reviewed during the pre-bid meeting with all contractors who are potentially going to perform 'hands-on' work activities. Additional items may be added as required. DISCUSSION ITEM Y N N/A/Comments Introductions Purpose of Meeting / Safety Moment Suncor s Expectations of Commitment to EH&S and Journey to Zero are explained to the contractor? Specific Requirements regarding Environmental Due Diligence / MSDS / Hazardous Materials Brought on site / Spill Reporting are explained to contractor? Review the project specific scope of work? The contractor is made aware of the requirement to submit a EHS Hazard Assessment and Control Plan? The contractor is made of aware of any Industrial Hygiene resources/monitoring requirements? The contractor is aware if they are intended to be Prime Contractor of all responsibilities and obligations that come with it? The contractor is aware of Suncor s Pre-Qualification Process and committed to comply? The contractor is aware of Suncor s requirement for sub-contractors to be prequalified? The contractor is made aware that all employees are English (French as required) literate and that no one under the age of 18 is allowed to work on the job site? The contractor has a Drug and Alcohol Policy and it aligns with Suncor s? The contractor is made aware of Suncor s Smoking Policy and must comply? The contractor is reminded that they must have Modified Work / Medical Accommodation Program that aligns with Suncor s? The contractor is aware of the requirement to have a thorough work scope for the job? If required, the contractor has been provided a walk through or tour of the work location? The contractor is aware that they must comply with Suncor s Area / Job Specific Standards / Work Practices / Procedures / Rules. The contractor is provided with these requirements? The contractor is aware that they must comply with all requirements within the AB OH&S Act, Regulation and Code? The contractor is aware that they will be expected to conduct and provide information pertaining to Training / Orientations / Safety Meetings/FLRA/Incident Investigations/etc.? All on-site employees have completed necessary training (, Orientation (OSSA Regional Orientation or OSSA Basic Safety Orientation) other as determined by Suncor) prior to entry on site? The contractor is aware that all workers will be required to adhere to Suncor s fall protection requirements? Page 17 of 31

18 DISCUSSION ITEM Y N N/A/Comments The contractor is aware of requirements for a contractor project specific Hazard Assessment and Control Plan to be developed prior to the Pre-Job Mobilization Meeting. Documents must be submitted to the meeting members in advance of the Pre-Job Mobilization Meeting? The contractor is aware that prior to starting the job the Hazard Assessment and Control Plan will be reviewed with employees performing the tasks? The contractor is made aware of Suncor s Quality Management Program Requirements (Building / Gas / Electrical / Fire / Radiation / Elevators / Alberta Boilers Safety Association/etc.) as applicable? The contractor is aware of Suncor s requirement of them to have a Material/Equipment Inspection and Certification program in place? The contractor will be required to provide Suncor with a list of all equipment to be used on site and any required certification? The contractor will be required to provide Suncor with a Contractor/Job Specific Organizational Structure names / contact numbers / ? The contractor is made aware of the requirement to participate at scheduled progress review meetings? The contractor is made aware of the need to for a Pre-Job Mobilization and/or Kick Off Meeting prior to start of work? Other Area Specific Requirements: By signing this form the undersigned agree: That all the contents of this Checklist have been reviewed That all associated Environmental Health and Safety hazards, controls and costs to provide controls are: Understood and accepted as part of the job scope Included as part of the bid process That all hazard controls must comply with: All applicable Suncor Environmental Health and Safety Standards and Procedures The Alberta OHS Act, Regulation and Code and applicable Safety Code regulations That any/all subcontractors used by the contractor must ascribe to the same compliance requirements Pre-Bid Meeting Check Sheet Sign Off (Name and Signature) Contractor Contractor Representative Suncor Contractor Coordinator Suncor EHS Representative Suncor SCM Representative Date Signed off forms and related documentation will be maintained by SCM and kept in the contractor s file Page 18 of 31

19 Appendix 6 - Pre-Job Mobilization Check Sheet Work Scope Description: The following items will be reviewed during the Pre-Job Mobilization meeting with the successful bidder for a contract that involves 'hands-on' work activities. Additional items may be added as required. It should be noted that a number of items may be repeats of what was covered at the Pre-Bid Meeting however in most cases a different cast of personnel attend each of these meetings and the intent of this meeting is to ensure that the contractor personnel who are actually doing the field execution are clearly aware of Suncor s EH&S requirements. DISCUSSION ITEM Y N N/A/Comments Introductions Purpose of Meeting /Safety Moment. Contractor is a PICS Approved Contractor? A signed contract / PO for the work scope is in place prior to start of work? The Prime Contractor for this project has been established? The requirements for contractors to be assigned Prime Contractor on Suncor property has been met? The contractor is aware of their Statutory Requirements / Owner / Employer / Worker / Competent Worker / Obligations under the AB OHS Act. Regulation and Code? The contractor agrees that all sub-contractors must be prequalified prior to entering site? The contractor understands the work scope, schedule, work location and any related hazards associated with the work location? The contractor has reviewed Area / Job Specific Standards / Work Practices / Procedures / Rules / that have been provided to them or are available? The contractor understands the reporting structure and who they report to? The contractor has provided Suncor with a job specific organizational chart: names, phone numbers, addresses of key contacts? A contractor project specific Hazard Assessment and Control Plan has been developed by the contractor for the work scope and submitted to Suncor prior to this meeting? The work scope specific Hazard Assessment and Control Plan will be reviewed with the employees performing the work? The contractor project specific Hazard Assessment and Control Plan has been reviewed and accepted by the Pre-Job Mobilization meeting members? The contractor is made aware of any specific Environmental Due Diligence requirements related to the job? The contractor has identified all hazardous material that will be brought on site and has received required Suncor Industrial Hygiene/Environmental Affairs approval for these products? The contractor has reviewed and will follow the requirements of the Suncor Spill Reporting Procedure (ECS0101A)? The contractor will ensure that all employees are English (French as required) literate and that no one under the age of 18 is allowed to work on the job site? The contractor Drug and Alcohol Policy adheres to Suncor requirements? The contractor will ensure that Suncor s Smoking Policy is adhered to? The contractor will ensure that all workers adhere to Suncor s fall protection requirements (RGS0024A)? The Contractor is aware of Suncor s PPE Requirements (LCS1011A)? Page 19 of 31

20 DISCUSSION ITEM Y N N/A/Comments All on-site employees have completed necessary training ((OSSA Regional Orientation or OSSA Basic Safety Orientation) other as determined by Suncor) prior to entry on site? The contractor will immediately report all incidents to the Contractor Coordinator? The contractor is aware of Suncor s Permitting / Permit Training requirements? Vehicle/Equipment access passes have been submitted? The contractor will ensure that the following activities take place Pre-Job / Tool Box talks / FLRA/Workplace Observations/Incident Investigations as required/metrics as requested, etc.? Accommodations are confirmed (if needed), i.e. camp, office lunchroom facilities, etc.? The contractor will ensure that a FLRA is conducted prior to the start of each task and/or when conditions change or the workers have been away from the work area? The contractor will ensure that their Modified Work / Medical Accommodation Program requirements are adhered to? The contractor shall report all injuries to the Suncor Treatment Centres and Contractor Coordinator? The contractor will conduct an EH&S Inspection and will provide the report and follow-up action plan to Suncor? Frequency determined (daily, weekly, bi-weekly, etc.)? Other Area Specific Requirements: By signing this form the undersigned agree: All the contents of this Checklist have been reviewed All associated Environmental Health and Safety hazards, controls and costs to provide controls are: Understood and accepted as part of the job scope Included as part of the bid process All hazard controls must comply with: All applicable Suncor Environmental Health and Safety Standards and Procedures The Alberta OHS Act, Regulation and Code and applicable Safety Code regulations Any/all subcontractors used by the contractor must ascribe to the same compliance requirements Pre-Mobilization Meeting Check Sheet Sign Off (Name and Signature) Contractor Contractor Representative Suncor Contractor Coordinator Suncor EHS Representative Suncor SCM Representative Date Signed off forms and related documentation will be maintained by SCM and kept in the contractor s file Page 20 of 31

21 Appendix 7 Kick Off Meeting Check Sheet Work Scope Description: The following items will be reviewed during the Kick Off Meeting with the successful contractor for a contract that involves 'hands-on' work activities. Additional items may be added as required. It should be noted that a number of items may be repeats of what was covered at the Pre-Bid and/or Pre-Mobilization Meeting however in most cases a different cast of personnel attend each of these meetings and the intent of this meeting is to ensure that the contractor personnel who are actually doing the field execution are clearly aware of Suncor s EH&S requirements. The purpose of the meeting is to review and sign off on requirements for mobilization, performance and demobilization of contracted work. DISCUSSION ITEM Y N N/A/Comments Introductions and Safety Moment. Was a pre-bid meeting held? Was a pre-mobilization meeting held? All on-site employees have completed necessary training ( (OSSA Regional Orientation or OSSA Basic Safety Orientation) other as determined by Suncor) prior to entry on site? All on-site employees must have completed the applicable training required to perform job duties? Accommodations are confirmed (if needed), i.e. camp, office lunchroom facilities, etc.? Walkthrough of work site required prior to work commencing? Vehicle/Equipment access passes have been obtained? Any deviation from the agreed scope of work shall be discussed with the Contractor Coordinator? The contractor has obtained the regulatory permits required to execute the work if necessary? The contractor has been provided the applicable emergency procedures and emergency response plan? The contractor has received a copy of the site plan, including evacuation routes, meeting points and assembly areas? The contractor has communicated the evacuation routes, meeting points and assembly areas with workers and will have these posted at the work site? The contractor will notify the Contractor Coordinator of any management/supervision changes within the execution of the project? Contractor is a PICS Approved Contractor or waiver is in place? A signed contract / PO / work authorizations for the work scope is in place prior to start of work? The Prime Contractor for this project has been established? The requirements for contractors to be assigned Prime Contractor on Suncor property has been met? The contractor is aware of their Statutory Requirements / Owner / Employer / Worker / Competent Worker / Obligations under the AB OHS Act. Regulation and Code? Page 21 of 31

22 DISCUSSION ITEM Y N N/A/Comments The contractor agrees that all sub-contractors must be prequalified prior to entering site? The contractor understands the work scope, schedule, work location and any related hazards associated with the work location? The contractor has reviewed Area / Job Specific Standards / Work Practices / Procedures / Rules / that have been provided to them or are available? The contractor understands the reporting structure and who they report to? The contractor has provided Suncor with a job specific organizational chart: names, phone numbers, addresses of key contacts? A contractor project specific Hazard Assessment and Control Plan has been developed by the contractor for the work scope and submitted to Suncor prior to this meeting? The work scope specific Hazard Assessment and Control Plan will be reviewed with the employees performing the work? The contractor project specific Hazard Assessment and Control Plan has been reviewed and accepted by the Kick Off meeting members? The contractor is made aware of any specific Environmental Due Diligence requirements related to the job? The contractor has identified all hazardous material that will be brought on site and has received required Suncor Industrial Hygiene/Environmental Affairs approval for these products? The contractor has reviewed and will follow the requirements of the Suncor Spill Reporting Procedure (ECS0101A)? The contractor will ensure that all employees are English (French as required) literate and that no one under the age of 18 is allowed to work on the job site? The contractor will immediately report all incidents to the Contractor Coordinator? The contractor will ensure that Suncor s Smoking Policy is adhered to? The contractor will adhere to Suncor s 7 Life Saving Rules? The contractor will ensure that the following activities take place Pre-Job / Tool Box talks / FLRA/Workplace Observations/Incident Investigations as required/metrics as requested, etc.? The contractor will ensure that a FLRA is conducted prior to the start of each task and/or when conditions change or the workers have been away from the work area? The contractor will ensure that their Modified Work / Medical Accommodation Program requirements are adhered to? The contractor shall report all injuries to the Suncor Treatment Centres and the Contractor Coordinator? The contractor will conduct a EH&S Inspection and will provide the report and follow-up action plan to Suncor? Frequency determined (daily, weekly, bi-weekly, etc.)? Other Area Specific Requirements: By signing this form the undersigned agree: All the contents of this Checklist have been reviewed All associated Environmental Health and Safety hazards, controls and costs to provide controls are: Understood and accepted as part of the job scope Included as part of the bid process All hazard controls must comply with: All applicable Suncor Environmental Health and Safety Standards and Procedures The Alberta OHS Act, Regulation and Code and applicable Safety Code regulations Any/all subcontractors used by the contractor must ascribe to the same compliance requirements Page 22 of 31