Contractors Management Process Note

Contractors Management Process Note

EHS.P.47
Contractors Management Process Note

Custodian of the Document: HSE Department

Version: 2.0 Issue Date: 01 August 2023 Effective Date: 01 November 2023

Document History
Version Date Amendment Initiated / Revised by:
V.0.0 20 Nov 2018 1. Creation of the standard in reference to Essam Zaghloul
OSHAD-SF - TG - Management of
Contractors v3.0
V.1.0 10 March 2019 1. Adding the requirement for Contractor Essam Zaghloul
Selection, Evaluation, and Guidelines for
Method Statement and Risk Assessment
V.2.0 17 May 2021 1. Incorporating ISO 45000 requirement Agerico Jose Y. Atienza
and Procurement Policy PP 1025
2. Revision of Contractor Pre-qualification
Questionnaire, Contractor Pre-qualification
HSE Evaluation Form, Daily Monitoring
Form, Contractor HSE Final Evaluation and
Risk Assessment Template.
3. Creation of Contractor Penalty System
4. Updating the References to align with
Agthia HSE Group Standard
5. Redefining the terminology.

Prepared by
Name Designation Signature
Agerico Jose Y. Atienza HSE Manager Agerico Jose Atienza

Reviewed and recommended by

Name Designation Signature
Sudha Sharma Manager, Risk & Governance SUDHA

Approvals
Name Designation Signature
Theofilos Alevizos Director, HSE & Sustainability Theofilos Alevizos

Contractors Management Process Note 1

Contractors Management Process Note

1. OBJECTIVE
➢ This document establishes mandatory minimum requirements in managing the safety and health of
contractors who are hired to provide services for Agthia premises or for operational support. The
requirements are based on current best practices and were developed following cross-industry
benchmarking. If local legislation establishes stricter requirements and regulation, then the stricter rule
applies.

2. SCOPE
➢ This standard applies to all types of work carried out in all Agthia sites internal and external by a
contractor including its sub-contractors regardless of the type of services provided by them. Services can
be OEM Maintenance, Manpower Supply, Activity categorized as high hazard, and projects under CAPEX.
It does not apply to:
• Suppliers and its employees related to deliveries of raw and packaging, materials used in Agthia
operation.
• Work done by local authorities inside Agthia premises like power, water, telecommunication, and
scheduled material pickups as requested by Agthia.
In the case of sites and process improvements facilitated by a contractor under the supervision of the
Agthia Project Management Team, they must ensure that equivalent systems are in place and as agreed
with the Agthia HSE Department.

3. RESPONSIBILITY FOR APPLICATION

➢ Program Owner – Responsible for implementing this standard, also referred as HSE Department.
➢ Purchasing – Responsible for implementing Procurement Policy PP 1025.
➢ Project/Activity Owner – Responsible for applying the standard for managing contractors.

4. DEFINITIONS:
➢ Area Authority - a person with operational responsibility for the area in which the work is carried out.
Sometimes also known as “Area Manager” or “Area Owner”.
➢ Project/Activity Owner - a person who initiated the project or was appointed by Agthia to be responsible
for a certain project.
➢ Contractor – the outsourced service provider who was hired by Agthia to render services and/or support
operational requirements under certain contracts.
➢ Risk Assessment - the process of identifying hazards, identifying who could be harmed and how,
determining the potential severity and likelihood of harm, and control measures.
➢ Work Method Statement - documented safe work procedure (or a series of integrated safe work
procedures) for a project-related job.
➢ Workplace Visit - informal visit to a work area to observe the work and interact with the workers.
Typically, there is no checklist used, and there may be no record generated.
➢ Workplace Inspection - formal visit to a work area to check compliance to an agreed safe way of working.
Typically, a checklist is used, and a simple report is generated.

Contractors Management Process Note 2

Contractors Management Process Note

➢ OEM – Original Equipment Manufacturer traditionally is defined as a company whose goods are used as
components in the products of another company, which then sells the finished item to users.
➢ CAPEX – Capital Expenditures are a company's major, long-term expenses.
➢ High-Risk Activity – any activity that may cause any harm from medical treatment to fatality if not
controlled.
➢ AMC – Annual Maintenance Contract, an agreement between Agthia and a maintenance services
provider that they will provide regular maintenance for specific activity or equipment under the terms of
the contract.
➢ HSE Team/Representative – means any member of Agthia HSE Department

5. REFERENCES
➢ OSHAD Management System Element 03 Management of Contractors v3.0 July 2016
➢ EHS.P.01 EHS Risk Assessment Methodology Procedure
➢ EHS.P.03 Identification of EHS Legal & Other Requirements Procedure
➢ EHS.P.25 Permit to Work Procedure and Guidelines for Control of High-Risk Activities
➢ EHS.P.51 Waste and Energy Management procedures
➢ EHS.P.54 Corona Virus Contingency Plan V2
➢ QA 0014 Group Management of Change Procedure
➢ PP1025 Procurement Policy
➢ ISO 45001:2018 - Occupational health and safety management systems

6. PROCESS FLOW
➢ In the next sections, it will be focused on the details of the seven phases of work under contractor
services. The seven phases are as follows:
• Phase 1: Defining Scope of work
• Phase 2: AR / PR issuance
• Phase 3: Pre-qualification of contractor
• Phase 4: Preparing Vendor Document for Quotation
• Phase 5: Proposal Review, Negotiation, and Awarding
• Phase 6: Monitoring and Evaluation of Contractor
• Phase 7: Contractor Final Evaluation for Renewal/Approval to consider in the next project.
And each phase the HSE team/representative must be involved directly except for Phase number 5 where
solely responsible by Procurement and the Activity Owner. The implementation of this standard will be
applicable to all activities but primarily will focused as Phase 1 of implementation on high-hazard
activities and projects under CAPEX.

Contractors Management Process Note 3

Contractors Management Process Note

• Phase 1: Defining Scope of work

▪ Involved personnel:
- Initiator: Activity Owner
- Support: HSE Team/Other Department Representative
▪ In defining the scope of work, the Activity Owner is responsible for detailing the project
charter or the overview of the activity. At this point, project scope has been conceptualized
and the team will be involved in the process of Management of Change.
▪ The HSE Representative must align with the Activity Owner for the Site HSE requirement and
incorporate all existing hazards and risks present in the Agthia premises and processes.
• Phase 2: AR / PR issuance
▪ Involved personnel:
- Initiator: Activity Owner
- Support: Procurement Representative
▪ In this process, it is solely the Activity Owner who will be majority involved in the application.
The submittals may include budgetary estimates and requirements through the approved
Appropriation Request/Purchase Request template.
• Phase 3: Pre-qualification of contractor
▪ Involved personnel:
- Initiator: Procurement Representative
- Support: HSE Team/Representative
▪ Once the AR/PR has been facilitated and approved, the Procurement will issue an “Invitation
to Bid” to invited contractors and furnish a copythe of Agthia HSE Contractor Pre-
Qualification Survey form (See Figure 01, page 8). This form will be submitted together with
the local documents required by Procurement.
▪ Accomplished Agthia HSE Contractor Pre-Qualification Survey will be reviewed and assessed
by the HSE Team/Representative and the accomplished evaluation report (See Figure 02,
page 9) to be shared with Procurement. This report determines how competent a contractor
in terms of HSE compliance and their commitment to safety.
Based on the contractor response, they must achieve at least a score of 60% from the Agthia
HSE Pre-qualification Evaluation to be endorsed to Procurement to be a short-listed
contractor. Procurement will then finalize the shortlisting of contractors that will be
considered for the next phase.
• Phase 4: Preparing Vendor Document for Quotation
▪ Involved personnel:
- Initiator: Activity Owner
- Support: HSE Team/Representative
▪ The Project Owner will review the scope of work with the risk assessment provided by HSE
which was based on the existing work environment that the contractor must consider in their
proposal. It is the responsibility of Agthia to inform the contractors regarding all the hazards

Contractors Management Process Note 4

Contractors Management Process Note

present on site or part of the process to that their workers will be exposed. This guarantees
that each worker exercises the right to be informed.
▪ The following documents such as the HSE Site Policy, and Contractor Penalty System (see
Figure 03, page 10) must be issued to the shortlisted contractor for their reference upon
signing the Non-Disclosure Agreement that guarantees the intellectual property rights and
confidentiality of Agthia processes.
▪ The HSE Team can start planning and defining the scope of the safety induction based on the
final scope of work, workers, and vehicle movement if the ingress and egress are within the
premises of the existing factory and internal risk assessment.
▪ For Risk Assessment details, please refer to EHS.P.01 EHS Risk Assessment Methodology
Procedure (See Figure 04, page 11).
▪ For the Contractor Penalty System, see below. This document can be revised as per site
requirements and alignment with local authority procedures.
• Phase 5: Proposal Review, Negotiation, and Awarding
▪ Involved personnel:
- Initiator: Procurement Representative
- Support: Activity Owner
▪ In this Phase, it is solely the Procurement Officer and the Activity Owner's responsibility to
make sure that the HSE requirements are imbedded in the contract proposal. The HSE Team
must be informed by the negotiating team on the outcome of the proposal review, awarding,
and the issuing of a Notice to Proceed.
▪ Once the contractor receives the Notice to Proceed, they can work out the detailed
Methodology Statement and Risk Assessment. The risk assessment must be reviewed by the
HSE Representative for site alignment.
▪ Contractor must share the project Gantt Chart or mobilization schedule with HSE Team to
anticipate the activity schedule during the duration of the project.
• Phase 6: Monitoring and Evaluation of Contractor
▪ Involved personnel:
- Initiator: HSE Team/Representative
- Support: Activity Owner
▪ The monitoring process takes place when the contractor starts to mobilize at the site.
Depending on the agreement and the scale of the project it is a must that there is an
agreement established between the Project Owner, Contractor Representative, and the HSE
Team who will do the HSE monitoring. In some cases, due to the criticality and duration, the
contractor may be allowed to hire HSE Personnel to monitor his activity.
▪ The HSE Team will have routine inspections on site activity accompanied the Contractor
Representative and/or Project Owner to check, verify, and coach on safety implementation.
▪ On each HSE Team visit, he must accomplish the HSE Contractor Monitoring Checklist (See
Figure 05, page 12). For any violation or non-compliance, it must be escalated directly to the
Project Owner copied Procurement Department for immediate appropriate action. The

Contractors Management Process Note 5

Contractors Management Process Note

Activity Owner is at his disposal, to discuss with the contractor representative for preventive
or corrective action.
▪ Any violation occurs; penalties must be imposed to the involved personnel up to the
contractor depending on the criticality. Refer to Contractor Penalty System.
▪ This HSE Contractor Monitoring Checklist must be properly filled and serves as an attachment
and reference for the final contractor performance report to be done by my HSE Team 2
months before the contracts expire. HSE Contractor Monitoring Checklist.
• Phase 7: Contractor Final Evaluation for Renewal/Approval to consider in the next project.
▪ Involved personnel:
- Initiator: HSE Team/Representative
- Support: Activity Owner and Procurement
▪ Two months prior coming on the final stage of the contract/project prior to expiration, the
HSE Team will prepare a final report on how the contractor performed, comply, and evaluate
its worker's behaviour on site relative on HSE aspects by using the form Agthia HSE Contractor
Final Evaluation (See Figure 06, page 13) The recommendation of the HSE team can be an
extension or re-hiring with or without additional measures, non-renewal of contract or total
ban in alignment with Procurement 1025. The banning and non-renewal will be deliberately
discussed and decided by the Project Owner, Procurement Department and the HSE Team.
▪ If any case, the deliberating team cannot arrive at a decisive agreement the concerns will be
escalated to upper management for their guidance and final decision.

7. OTHER REQUIREMENTS
➢ Welfare Facilities
• Facilities requirement depends on the scale of the project, the number of workforce and the location
of the project, it may require that the contractor must provide at his cost physical amenities for his
workers. Amenities may be as follows but not limited to;
▪ Toilets
▪ First Aid Rooms
▪ Washrooms
▪ Pantries
▪ Changing rooms
▪ Rest Area
➢ Workers Technical Staff/Team
• It is responsible of the contractor to assign enough number of technical staff or a team to monitor
and supervise the site activity. Also, if the contractor will provide HSE Personnel directly under them
then it is a must to be appropriate with the number of contractor workforce at site considering the
level of hazard as defined in the risk assessment.
➢ Workforce Daily Monitoring
• It is a must to monitor the number of workforces at the site. These numbers are very important in
case of emergency evacuation on site.

Contractors Management Process Note 6

Contractors Management Process Note

➢ Pedestrian and Vehicle Route

• It is a must to define the travel path of both pedestrians and vehicles this will lessen the risk of
incidents on-site and possible delays on factory operation. This should be agreed by the Activity
Owner, Area Owners, and HSE representative.
➢ Authorization of workers
• In case, there is a need for additional workforce, relieving workers at site, contractor management
visit it is the duty of the contractor representative to inform at least 2 days in advance the Activity
Owner and HSE Representative for proper coordination and subject for current Security protocol at
Agthia Site.
➢ Sub-contractors Management
• It is the prerogative of the main contractor to hire a sub-contractor for the services that contracted
with Agthia. Authorization of Workers must be applied, and the main contractor must issue an
Undertaking Letter for this approach. HSE Department shall require the submittals of workers
document prior the approval of ingress.
8. CONTRACT CATEGORIZATION GUIDELINE
➢ The guiding tool below can be used for categorizing a contract into different Management Approach
level. The level can be determined according to the level of hazard and the duration of the agreed scope
work. (See Figure 07, page 14)
➢ The Agthia COVID protocol for contractors shall be applied. This protocol may change at any time
depending on local regulatory requirement. Refer to Agthia EHS.P.54 Corona Virus Contingency Plan V2.

Contractors Management Process Note 7

Contractors Management Process Note

Figure 01. Agthia HSE Contractor Pre-Qualification Survey

Agthia HSE Contractor Pre-Qualification Survey

Company Name Contractor Classification

Contact Person Civil Electrical

Position Mechanical OEM Service Provider

Contact Details Facility Management Others, specify

E-mail Manpower Supply

1. Please provide UAE Trade License including the sub-offices from other emirates?

2. How many years operating in UAE?

3. Main Office Address and Contact Number

4. Sub-offices Address and Contact Number

5. Total manpower

Admin Personnel Technical Personnel Blue Collar

6. HSE Department

Please submit Organizational Chart, if available?

Name of HSE Head

Contact Details

7. Please provide a copy of Workers Compensation Insurance.

8. Recordable Cases for the last 3 years

Recordable Cases Last recordable Case Total Manhours from the last incident.

9. Please provide sample of Investigation Report.

10. Please provide a HSE Safety Policy, if available.

11. Please provide a HSE Safety Manual, if available?

12. Please provide a Sample of Risk Assessment Documents approved by recent/current client

13. Please provide Sub contractor selection and Evaluation Process

14. Please provide a copy HSE Accreditation / Recognition received.

15. Legal Issues No, cases filed against the company Yes, on legal process.

16. Please provide Company Emergency Contact Details

17. List down existing Project and Contract Details

Back to previous view.

Contractors Management Process Note 8

 Contractors Management Process Note

Figure 02. Agthia HSE Contractor Pre-Qualification Evaluation

Agthia HSE Contractor Pre-Qualification Evaluation

Company Name Contractor Classification

Contact Person Civil Electrical

Position Mechanical OEM Service Provider

Contact Details Facility Management Others, specify

E-mail Manpower Supply

Evaluation Scoring Guidelines

Assessment Category HSE Evaluation Remarks Scoring
1 3 5
Which Emirates Only authorized for only 1 Trade Licenses also issued for
Issued at Authorized for only 1 Emirates
Emirates their sub-offices.
UAE Trade Date of Issuance Valid at least 3 months prior Valid at least 6 months prior
Validity Under Renewal
expiration. expiration.
License
Number of Years
Number of years in UAE 1 ~ 2 years 2 ~ 5 years 5 ~ 10 years

Please, indicate here.

Away from the location of the Adjacent Emirates where the Located within the Emirates
Main Office Address Contact Number project. project located. where the project located.

Please, indicate here. No Sub-office but the Office of

Organizational Parameters

Sub-offices Address Subcontractor are within the Away from the location of the Adjacent Emirates where the
Contact Number Emirates where the project project. project located.
located.
How many?
Admin Personnel
Total How many?
Technical Personnel 20 ~ 30 Total Personnel 30 ~ 50 Total Personnel 50 and above Total Personnel
manpower
How many?
Blue Collar
How many?
Safety Personnel
If any, please submit.
Organizational Chart No designated personnel to Established HSE Department
HSE
handle HSE, but supervised by to handle the company
Department If available?
Name of HSE Head the client HSE Team. activities.

If available?
Contact Details
Kindly review if submitted. Valid at least 3 months prior Valid at least 6 months prior
Workers Compensation Insurance Under Renewal
expiration. expiration.
How many?
Recordable Cases
Date
Recordable Last recordable Case
0 for the past 5 years and
Cases for the 0 for the past 1 year. 0 for the past 1 ~ 3 years.
above.
Date
last 3 years Investigation Report
Total Manhours from the How many?
last incident.
Kindly review if submitted.
Not reviewed nor updated for
HSE Safety Policy Not established.
the last 2 years.
Updated

Kindly review if submitted. Established and the minimum The Safety Manual was almost
HSE Safety Manual Not established. requirement are in placed aligned with Agthia HSE Group
based on company activity. Policy
Kindly review if submitted.
HSE Performance

The essential requirement for

Sample of Risk Assessment Documents Well developed and analyze
Not established. a risk assessment are within
approved by recent/current client risk assessment.
the submitted documents.
Kindly review if submitted. Complete documentation and
Sub contractor selection and Evaluation well defined process for
Not established.
Process selecting, hiring and
evaluating sub-contractors.
Kindly review if submitted.
Received from Local Authority
HSE Accreditation / recognition Received from clients Received from Local Authority
and International Group

Kindly review if submitted.

No legal concerns for the last No legal concerns for the last
Legal Issues Have pending case.
3 years 5 years

Kindly review if submitted. Have a list of contact person in

case of emergency and have a
Have a list of contact person in
Emergency Contact Details and Hospital Not established.
case of emergency.
list of hospital that the injured
person can be
accommodated.
Kindly review if submitted. Have a project 1 ~3 with the Have a project more than 3
Have a project but client have
Name of the Project/Contract Details different field.
same as Agthia line of with the same as Agthia line of
business. business.

Assessment Category Score Percentage

Organizational Parameters 0 0%

HSE Performance 0 0%

Final Rating 0%

Back to previous view.

Contractors Management Process Note 9

Contractors Management Process Note

Figure 03. Agthia Contractor Penalty System

Agthia Contractor Penalty System
Offenses Possible Situations Preventive Action First Offence Second Offence Third Offence
Bad weather
Company/HSE Activity (e.g. Drills)
Not stopping the activity as advice by HSE Personnel to Proper communication with all stakeholders as Warning letter against the Banning of the company at all
Other contractors also working on same Workers out of site for 1 day
stop due to justifiable reason. the project/activity progresses. project in charge Agthia Site for a year.
area.
Hazards not properly contained.

Requesting the HSE Team to conduct the Warning letter against the Warning letter address to Banning of the company at all
New employees working at site not having HSE induction Due to replacement / additional workforce.
induction at least 2 day in advance. project in charge Company Agthia Site for a year.
Ensure that PPE is part of the HSE Induction and
Not wearing prescribe PPE and/or Contractors uniform by captured in the risk assessment submitted and First Warning letter against the Final Warning letter against the Warning letter address to
the contractor employee for the assigned specific job. prepared by the contractor approved by the HSE project in charge project in charge Company
assigned at site.
The contractor failed to provide the
Ensure that PPE is part of the risk assessment
required PPE based on the approved Risk Warning letter against the Warning letter address to Banning of the company at all
PPE not available for its worker. submitted and prepared by the contractor
Assessment aligned with Methodology project in charge Company Agthia Site
approved by the HSE assigned at site.
Statement.
PTW can be applied 1 day in advance and be
Permit Issuer / Area Owner not available on Final Warning letter against the Banning of the company at all
Working with expired/not appropriate/no PTW. reviewed by the Contractor Supervisor before the Work Stoppage for 1 day
site. project in charge Agthia Site
activity commence.
Changing of strategy of work execution
Changing of methodology or work schedule without Proper communication with all stakeholders as Final Warning letter against the Banning of the company at all
(Forklift to Boom Lift, Manual excavation Work Stoppage for 1 day
informing HSE. the project/activity progresses. project in charge Agthia Site for 1 year
to Mechanical Excavation)
By-passing Security verification and Warning letter against the Warning letter address to
Not submitting himself or ignoring Security protocol. Ensure part of the HSE Induction. Involved person/s out of site
inspection. project in charge Company

Warning letter against the Warning letter address to Banning of the company at all
Failure to report an incident after it happened. Ensure part of the HSE Induction.
project in charge Company Agthia Site

Smoking/doing spark producing Warning letter address to Banning of the company at all
Ensure part of the HSE Induction. Involved person/s out of site
activity in unauthorized area Company Agthia Site for 1 year

Heated discussion using foul Warning letter against the Warning letter address to
Ensure part of the HSE Induction. Involved person/s out of site
language and/or Fighting at site project in charge Company

Warning letter address to Banning of the company at all

Driving at site without license Ensure part of the HSE Induction. Involved person/s out of site
Company Agthia Site for 1 year

Warning letter against the Warning letter against the Warning letter address to
Serious Unsafe Act Horseplaying Ensure part of the HSE Induction.
employee involved project in charge Company

Performing task that he is not Warning letter against the Banning of the company at all
Ensure part of the HSE Induction. Involved person/s out of site
trained or authorized. project in charge Agthia Site for 1 year

Disposal of hazardous substance on Warning letter against the Warning letter address to Banning of the company at all
Ensure part of the HSE Induction.
drainage line. project in charge Company Agthia Site for 1 year
Reporting for work with Alcohol in
Involved person Out of site and Warning letter against the Warning letter address to
take or under influence of prohibited Ensure part of the HSE Induction.
banned to enter Agthia Site project in charge Company
drugs.
Leaving the work area untidy and Warning letter against the Warning letter address to Banning of the company at all
Ensure part of the HSE Induction.
unorganized. project in charge Company Agthia Site for 1 year
Serious Unsafe
Condition Leaving the hazardous work area
Warning letter against the Warning letter address to Banning of the company at all
unprotected or not barricaded Ensure part of the HSE Induction.
project in charge Company Agthia Site for 1 year
during and after work

Back to previous view.

Contractors Management Process Note

Figure 04. Agthia Risk Assessment Template

Back to previous view.

 Contractors Management Process Note

Figure 05 Agthia HSE Contractor Monitoring Checklist

Document Control

Site LOGO
Agthia HSE Contractor Monitoring Checklist
Revision No.

Agthia Site Date of Creation

Contractor Name of Project Date of Inspection

Working Area Contact Person Mobile Number

Category Details Guiding Document Observation Remarks

Are the workers working in the area have undergone HSE

Yes No N/A
induction?
HSE Team must provide a photocopy of Safety
Are workers list is posted on the entrance of the project? Induction Attendance to Security and the Yes No N/A
Manpower Contractor Supervisor for site verification.
Are the required documents of the trained workers are
Yes No N/A
available on site?

Are the workers aware on the emergency protocol and The emergency prtocol must be in line with Site
Yes No N/A
contact numbers, in case of emergency? procedure and the contact numbers are posted.

Is there a designated rest area for the workers? Is it tidy As agreed in the HSE Site requirement and
Yes No N/A
and spacious for the number of workers? planning

Is there a designated area where they can eat and access As agreed in the HSE Site requirement and
Yes No N/A
Workers Welfare potable water for drinking? planning

Is there any designated washroom or rest room that they As agreed in the HSE Site requirement and
Yes No N/A
can clean themselves? planning

Is there any define schedule breaks for the workers? As per contractor schedule, OT's must be verified. Yes No N/A

Applicability of PTW issued based on the task performed? Yes No N/A

Is the PTW valid during the specific duration? The HSE Representative must be famliar who are Yes No N/A
the PI's and AA's in the area.
Permit to Work System Are the signatories are the right person to issue the
Yes No N/A
permit?

Are the hazards are being captured and the risk is Site observation required comparing the PTW vs.
Yes No N/A
controlled and contained in a safe acceptable level? action being done to minimize or contain the risk.

Are PPE's properly worn by the workers? Yes No N/A

Is there any available spare or enough stock for

PPE Condition and Yes No N/A
immediate replacement? Site observation and inspection
availability
Is the PPE's used by the workers are in good condition? Yes No N/A

Is the PPE's are appropriate based on the task performed? Yes No N/A

Is the fire fighting equipment is accessible? Yes No N/A

Is the emergency path are clear? Yes No N/A

Site observation and inspection
Fire Safety Is the Workers knows how to activate the alarm system
Yes No N/A
and they knows what to do?

Is the workers familiar with the Assembly Point, just in HSE Team to make sute this is part of the Safety
Yes No N/A
case evacuation required? Induction.

All hand held and power tools are in good condition? Yes No N/A
Tools
Are the cable wires are properly harnessed? Yes No N/A

Is housekeeping and 5S properly implemented? Yes No N/A

Site observation and inspection
Is there a proper segregation of waste and dispose
Site working condition Yes No N/A
properly?
and Waste Management
Is the process of handling and disposal hazardous waste
Yes No N/A
are in accordance with local regulation?

Inspection Performed by

Date / Position / Signature

Back to previous view.

Contractors Management Process Note 12

Contractors Management Process Note

Figure 06 Agthia HSE Final Contractor Evaluation

Document Control
Agthia HSE Final Contractor Evaluation
Site LOGO Revision No.

Agthia Site Date of Creation

Contractor Name of Project Date of Inspection

Working Area Contact Person Mobile Number

Rating Matrix
Category Actual Rating Justification
1 3 5
1 ~ 2 Warning Letters 1 ~ 2 Warning Letters
No violations occurred
Penalty imposed within the project duration issued to Company for issued to Project In-charge
during the project duration
incident. for incident.
1 ~ 2 Warning Letters
Workers sent off site due Following the site
Workers Behavior issued to Project In-charge
to critical unsafe act. procedure and protocol.
for incident.

Contractor hide the

On-time reporting and the
Incident Reporting incident and the HSE Late reporting of incident
actions are in place
discovered it.
Work stoppage occurred Minor discrepancy on PTW Complying with the
Permit to work
due to PTW related issues implementation. requirements
Contractor did change the
Executes in accordance
process without informing Contractor did change the
with the approve
Site execution and Workmanship HSE resulting or may result process and informing HSE
methodology and risk are
to critical incident / near on the day of execution.
contained.
misses.
Documents required by HSE ( Reports, Plans, Test Delays on submission and Delays on submission and Submitted on time and in
result, certificates) not in full in full full

Scoring Parameter
25 and up Endorsed for automatic renewal
Total Score 0
Endorsed for renewal but need to update the control
15 to 24
measure and be part of the contract agreement.
Recommending to block the contractor for 1 year due to
6 to 14
unsafe facilitation of the project.

Back to previous view.

Contractors Management Process Note

Figure 07 Agthia Contractor Categorization

Type of Activity Duration of Work

< 2 Weeks 2 – 12 Weeks >12 Weeks

Low Hazard Management Approach 1 Management Approach 2

Management Approach 2
Medium Hazard Management Approach 2
Management Approach 3
High Hazard Management Approach 3 Management Approach 3

Type of Activity Guidance and Examples

Simple day to day activities: e.g., Audit, inspection, training,
Office based activities, simple task done from consultation, and supply of PPE
Low Hazard
permanent safe work locations, inspections not
involving interventions
Activities involving less common workplace hazards: e.g., manpower supply for site
Using powered tools, hazardous substances, works, security services, office
Medium Hazard cleaning services
temporary work locations, etc.

Activities involving any of the 7 types of high hazard e.g.: Preventive maintenance,
work defined by Agthia: i.e., work at height, hot machine installation or
work, cold work, confined space entry, critical dismantling, silo/ machine
High Hazard
electrical work, ground disturbance, critical lifting or cleaning services, construction
any other activity carrying similar level of hazard works

Back to previous view.

Contractors Management Process Note 14

Contractors Management Process Note

Management
Step Step Name Recommended actions for Contract Manager (&Site Contract) Approach
1 2 3

Phase 1 : Selection

1.1 Define Contracting Strategy Define contracting Strategy and categorise contract   

1.2 Evaluate Contractor Capability Review basic legal compliance, eg company licences, insurance, certificates, etc   

1.3 Issue request for Proposal (RFP) Issue RFP with relevant HSE documents   

Evaluate proposals & award

1.4 Include HSE in award decision. Issue contract with relevant HSE documents   
contract

1.2 Evaluate Contractor capability Carry out simple HSE capability assessment, focused on specific scope of works  

Carry out pre-qualification of HSE capability prior to tendering, including references &
1.2 Evaluate Contractor capability 
site visit (if necessary)
Request Risk Assessment and work procedures/work method statements at RFP stage
1.3 Issue request for Proposal (RFP) 
and use as input for selection decision

Phase 2 : Planning

Discuss proper ways of working with contractor, and confirm planning is adequate (no
2.1 Develop work plan   
records required for Management Approach 1)

Ensure Contractor Performing Obtain name of Contractor Performing authority (PA) and clarify expectations of PA
2.2   
Authority is appointed role

Request names of Contractor Workers and discuss their competencies with Contractor
2.3 Check for worker competency   
(no records required for Management Approach 1)

Request Risk Assessment and work procedures/work method statements during

2.1 Develop work plan  
planning phase and review with the contractor

Request list of relevant qualification and training of Contractor Workers

2.3 Check for worker competency  
(certifications)

2.3 Check for worker competency Request sample of original qualification (or training records) and validate 

Phase 3 : Execution

Provide copy of HSE rules to all Contractor Workers before allowing them onsite, then
3.1 Provide induction discuss relevant points with contractor PA (no records required for Management   
Approach 1)
Before authorising work ensure Contractor PA understands agreed safe way of working,
3.2 Authorise start of Work and carry out simple visual inspection of work equipment and work area (no records   
required for Management Approach 1)
Ensure supervision, monitoring and Carry out daily visits to work area to check on safe working (no records required for
3.3   
auditing of work Management Approach 1)

3.1 Provide induction Provide documented induction to all Contractor Workers before allowing them on site  

Before authorising work, discuss procedure with Contractor PA, and check what is
3.2 Authorise start of Work understood. For non-routine jobs (where there is no SOP, instruction) , require  
contractor PA to validate Risk Assessment before starting work.
Carry out regular documented inspections of the work site, using relevant checklist. For
Ensure supervision, monitoring and
3.3 non-routine jobs (where there is no SOP, instruction), review daily Risk Assessment  
auditing of work
with Contractor PA
Before authorising work, discuss Risk Assessment with Contractor PA, and ensure work
3.2 Authorise start of Work equipment is inspected and/or tested, as per relevant protocol. Apply PTW process if 
work involves high-hazard tasks

Hold regular meetings with Contractor Management to review performance, issues and
3.4 Review Contractor Performance 
opportunities (if onsite>12 weeks)

----End---

Contractors Management Process Note 15

EHS.P.47 Contractors Management V2 August
2023
Final Audit Report 2023-10-30

Created: 2023-10-27

By: Agerico Jose Atienza (agerico.jose@agthia.com)

Status: Signed

Transaction ID: CBJCHBCAABAAI0vEfCfpG4Zsp3sDN-erweXd5u8o0h9-

"EHS.P.47 Contractors Management V2 August 2023" History

Document created by Agerico Jose (agerico.jose@agthia.com)
2023-10-27 - 8:03:59 AM GMT

Signer Agerico Jose (agerico.jose@agthia.com) entered name at signing as Agerico Jose Atienza
2023-10-27 - 8:06:36 AM GMT

Document e-signed by Agerico Jose Atienza (agerico.jose@agthia.com)

Signature Date: 2023-10-27 - 8:06:38 AM GMT - Time Source: server

Document emailed to sudha.sharma@agthia.com for signature

2023-10-27 - 8:06:39 AM GMT

Email viewed by sudha.sharma@agthia.com

2023-10-30 - 7:59:26 AM GMT

Signer sudha.sharma@agthia.com entered name at signing as SUDHA

2023-10-30 - 8:01:33 AM GMT

Document e-signed by SUDHA (sudha.sharma@agthia.com)

Signature Date: 2023-10-30 - 8:01:35 AM GMT - Time Source: server

Document emailed to Theofilos Alevizos (Theofilos.Alevizos@agthia.com) for signature

2023-10-30 - 8:01:36 AM GMT

Email viewed by Theofilos Alevizos (Theofilos.Alevizos@agthia.com)

2023-10-30 - 3:50:23 PM GMT

Document e-signed by Theofilos Alevizos (Theofilos.Alevizos@agthia.com)

Signature Date: 2023-10-30 - 3:50:39 PM GMT - Time Source: server
Agreement completed.
2023-10-30 - 3:50:39 PM GMT