Business Procedure HS Contract Management Document Number OHS-PROC-136 This document applies to the following site(s): Rockhampton Office Brisbane Office Tarong Site Barron Gorge Hydro PS Kareeya Hydro PS Mica Creek PS Koombooloomba Hydro PS Swanbank PS Mackay Gas Turbine Wivenhoe Small Hydro PS Stanwell PS Meandu Mine Table of Contents 1.0 Purpose/Scope... 2 2.0 Actions... 2 2.1.1 Category 1... 2 2.1.2 Category 2 and 3... 2 2.2 Tender Evaluation... 2 2.3 Contractor On Boarding... 2 2.4 Performance Monitoring... 3 2.4.1 Category 1 Contracts... 3 2.4.2 Category 2 and 3 Contracts... 3 3.0 Responsibilities... 4 4.0 Review, Consultation and Communication... 4 5.0 References... 4 6.0 Definitions... 5 7.0 Revision History... 5 8.0 Appendices... 6 Appendix 1 - HS Contract Management Document Flow Chart... 6 Appendix 2 - HS Work Activity Categorisation Guide... 7 WRITTEN BY:... NAME: J.Fullard ENDORSED/CHECKED BY:... NAME: M.Joy / T.Hooper APPROVED BY:... NAME: I.Gilbar DATE:... Doc No: OHS-PROC-136 Revision No: 0 Revision Date: 29.02.2016 Page: 1 of 7
1.0 Purpose/Scope This Business Procedure describes Stanwell s minimum requirements for the selection and management of the health and safety (HS) component of Stanwell contracts. This Business Procedure applies throughout Stanwell, all its sites and all contracts under Stanwell s control. 2.0 Actions This Business Procedure provides a systematic approach during the tender process to manage the HS component and engagement of a contractor to carry out work for Stanwell. The tender evaluation process shall be undertaken in accordance to the categorisation of the works (refer to Appendix 2). 2.1.1 Category 1 Works to be carried out are in line with Stanwell s processes and procedures and is works other than Categories 2 and 3. Normal procurement processes are to be followed. Refer to the GenNet Supply and Procurement page for more detail. 2.1.2 Category 2 and 3 Health and Safety is to be used as a gate in the tender evaluation process for Categories 2 and 3. Safety Management Schedule 2 is to be included within the Tender documents sent out to potential companies for Categories 2 and 3 Tenders so as to obtain Safety Management Information for the tender evaluation. Refer to the GenNet Supply and Procurement page for more detail. 2.2 Tender Evaluation The tender evaluation of the HS component of the Tender shall be undertaken by a Health and Safety Advisor/ Manager. The process shall include: a) Examination of tenderer s HS management documentation (including policy, procedures, work methods, training/competency records). b) Review of tenderer s records pertaining to audits, hazard identifications, plant records, safety meetings and incidents. c) Evaluation of reports on the tenderer s HS performance (incident records and statistics, incidents notified to the applicable regulator, infringements, improvement or prohibition notices issued, enforceable undertakings, prosecutions). d) Undertaking interviews or discussions with tenderers to confirm their understanding of contractor HS requirements and specific HS issues related to the contract and their ability to respond accordingly. e) Conducting reference interviews. f) Dependent on the scale of the work, risk of the activities etc, confirmation activities may also include site verification visits and audits (ranging from desktop to operational) to verify the tenderer s implementation of health and safety systems and culture. Evaluation of tender documentation for Category 2 and 3 works will be undertaken in accordance with the HS Tender Evaluation Checklist T-3052. The completed HS Tender Evaluation Checklist is to be provided to the Category Specialist for filing and the recommendation for preferred tenders are to be included in the overall Tender Evaluation process. 2.3 Contractor On Boarding The respective Project Manager / Contract Administrator responsible for the overall management of the works is responsible for ensuring the on boarding of any contractor services engaged. Sites may have specific on boarding requirements, it is the responsibility of the Project Manager / Contract Administrator and HS Advisor/ Manager to understand these site specific requirements. Prior to the commencement of works the on boarding of the Contractor must include as a minimum: a) Pre-start meeting with Contractor management / representatives to discuss: Doc No: OHS-PROC-136 Rev: 0 Rev Date: 29.02.2016 Page 2 of 7
contractor health and safety expectations and responsibilities; reinforcement of key safety messages including Stanwell s Safety Principles and Safeguards; relevant site hazards; Safe Work System; event reporting/ investigation requirements; weekly/ monthly reporting specifics; and scheduling of inspections and identified audits during works. b) Completion of the Stanwell HSE Foundation and relevant HSE Site Specific Inductions. 2.4 Performance Monitoring While in no way reducing the contractor s responsibility or liability in relation to their HS duty of care of their employees, Stanwell must ensure that it meets its employer duty of care obligations to all employees working on its behalf. To meet these obligations, the Contract Administrator / Project Manager must undertake adequate monitoring and administration of contractors. 2.4.1 Category 1 Contracts Contractors undertaking Category 1 contract works shall be given the same level of supervision and performance monitoring as a Stanwell employee working in the same occupation / position receives. 2.4.2 Category 2 and 3 Contracts The extent to which the Contract Administrator / Project Manager monitors conformance with the contract will depend on a number of factors, including: c) the level of risk associated with the contractor s activities; d) the duration of the contract; e) the complexity of the work undertaken by the contractor; f) the degree of interaction with other work groups; and g) the level of control determined necessary. Responsibilities in regards to monitoring should be clearly identified in the contract documentation. Monitoring the activities of the contractor by Stanwell should be commensurate with the level of HS management required and may include some or all of the following: h) regular contact with or supervision of the work; i) workplace inspections, which may be recorded as a Value Interaction, or other traceable recording templates. These should be conducted on a frequency that is determined by the risk of the contract / project workings, although this should not exceed monthly inspections; j) auditing of HS management; k) routine HS reporting requirements; l) formal and informal meetings; m) a feedback process to address non-conformance issues identified during the contract; and n) ongoing reviews of HS management systems, site specific safety management plans and work method statements/jseas. Doc No: OHS-PROC-136 Rev: 0 Rev Date: 29.02.2016 Page 3 of 7
3.0 Responsibilities Position Category Specialist Contract Administrator/ Project Manager Health and Safety Advisor/ Manager Responsibilities Facilitates the Tender process and Tender evaluation. Manages the Contractor when on site and communicates any health and safety requirements/ updates specific to the site. Undertake review of tender documents and recommend preferred Tenderers. Shall undertake inspections/ HS audits as identified as part of the Contractor HS performance monitoring. 4.0 Review, Consultation and Communication Review: This Document is required to be reviewed, as a minimum, every 5 year/s Communication/Requirements after Update: This Business Procedure will be communicated to sites by an e-mail from the Corporate HS Manager and on GenNet. 5.0 References Source Reference Legislation Queensland Work Health and Safety Regulation 2011 Australian Standards AS4801:2001 Occupational Health and Safety Management Systems Specification with Guidance for Use Business Procedures Nil Stay Safe Nil AS 4804:2001 Occupational health and safety management systems General guidelines on principles, systems and supporting techniques Tools HS Tender Evaluation Checklist T-3052 Doc No: OHS-PROC-136 Rev: 0 Rev Date: 29.02.2016 Page 4 of 7
6.0 Definitions Term Contract Contractor Principal Contractor Work Method Statement Tender Meaning A legal document that specifies the terms and conditions for goods or services supplied by a contractor to Stanwell Corporation Limited. The individual or organisation bound to execute the work specified under a contract. A Principal Contractor is defined under the Work Health and Safety Regulation 2011(s293) as: (1) A person conducting a business or undertaking that commissions building and construction work, is the principal contractor for the building and construction work. (2) If the person engages another person conducting a business or undertaking as principal contractor for the building and construction work and authorises the person to have management or control of the workplace and to discharge the duties of a principal contractor, the person so engaged is the principal contractor for the building and construction work. (3) If the owner of residential premises is an individual who directly or indirectly engages a person conducting a business or undertaking to undertake building and construction work in relation to the premises, the person so engaged is the principal contractor for the building and construction work if the person has management or control of the workplace. A process where health and safety hazards and environmental impacts associated with each step of a job are identified. The associated risk is analysed and evaluated taking into consideration appropriate controls that will reduce the level of risk to an acceptable level so that work can be undertaken safely / without harm to the environment or damage to property. The price, bid, quotation and proposal from the contractor. 7.0 Revision History Rev. No. Rev. Date Revision Description Author Endorse/Check Approved. By 0 29.02.2016 Consolidation of Legacy HS documents Jan Fullard Michael Joy/ Trevor Hooper Ian Gilbar Doc No: OHS-PROC-136 Rev: 0 Rev Date: 29.02.2016 Page 5 of 7
8.0 Appendices Appendix 1 - HS Contract Management Document Flow Chart Doc No: OHS-PROC-136 Rev: 0 Rev Date: 29.02.2016 Page 6 of 7
Appendix 2 - HS Work Activity Categorisation Guide HS Work Activity Categorisation Guide Work activity / requirements (Includes on non-operational land) Works carried out in line with SCL processes and procedures Asbestos removal Works other than those listed below. Guide Applicable Category Yes No Cat 1 Work involving the removal of asbestos or asbestos containing material. Confined Space Complex Crane Use Where a worker needs to enter or work within a confined space. Where a lifting task requires multiple cranes to be used, or where a lifting task requires a mobile crane to lift >80% of its rated capacity Demolition Diving Work Excavation Penetration/ disturbance and Ground Work to demolish or dismantle a structure, or part of a structure that is load bearing or otherwise related to the physical integrity of a structure. Where work is undertaken under water or any other liquid while breathing compressed gas. Where excavating / digging is to a depth requiring a permit (e.g. >150mm) into the natural ground surface. Disturbance of soil or surface rock layer (includes grading, tracked vehicular movements, scraping). Work at Heights Hazardous Chemicals Heavy Machinery and Equipment Where a worker or an object could fall 2m or greater to the ground/working surface, or where a worker could fall <2m onto or within an area or substance that would cause significant harm. Transport and unloading of hazardous chemicals. Work involving civil activities that require the use of heavy machinery and equipment not covered in Complex Crane Use or Excavation and Penetration or for example; carting gravel, road works, clearing dams. Hot Work Live Electrical Maintenance Work Plant Isolation Radiation Emitting Work Where hot work is undertaken outside of workshops or designated areas. Where a worker needs to perform live electrical maintenance work on plant or equipment items. Where plant or equipment requires isolation prior to work commencing. Where industrial radiography tasks are undertaken Designated Construction Project Principle Contractor engaged for works Construction of infrastructure and associated services or project that involves construction work that costs $250k or more. Yes No Cat 3 Doc No: OHS-PROC-136 Rev: 0 Rev Date: 29.02.2016 Page 7 of 7