Revision: 7.

0
Petroleum Development Oman LLC Effective: January 2018

Appendix 3A - Guidelines for Tenderer Response

This HSE questionnaire has been developed to consistently assess the Tenderer HSE capability and capacity.

The Tenderer shall:

 Answer each question and should be related to the Tender.

 Submit supporting evidence(s) for the answers.
 The T3 submission should be in an editable word document.
 The submitted supporting evidences can be in any acceptable format.
 The T3 and supporting evidences should be submitted in one folder with subfolders and numbering for each heading.
 The submission should be truthful and validated (signed, on completion) by Tenderer’s Company CEO or most Senior Company
representative.

PDO will complete the desk top review of the submission and list further data requirements, if required.

The Tenderer will, , receive the reviewed T3 and a request for a face to face clarification meeting at the Tenderer office and or work site to take
place within two weeks.

It is important that tenders representatives that are able to explain and support the HSE questions are available. The Tenderer shall make
available the required further data.

Non compliance with the above may result in the submission being rejected.

Following completion of the face to face clarification meeting, PDO will use its “HSE evaluation tool” for scoring and Banding.

The Tenderer is advised that PDO employs a standard and industry aligned HSE technical assessment process that is called ‘Banding’.

PDO HSE Banding results will be:

CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

 Red: The Tenderer is NOT HSE qualified.

 Amber: The Tenderer is HSE qualified, subject to a commercial adder (Contract conditioning) to be added into their commercial submission.
The commercial adder is to address the implementation of the identified HSE gaps. Addressing the gaps will potentially bring the Tenderer’s
HSE standard to the acceptable level (Green).
 Green: The Tenderer is HSE qualified

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

1. Leadership and Commitment

a) What does top management do to lead HSE Senior Management involve in HSE management by Minutes of board level meetings
in the business? attending annual management review meeting during
which the organizations HSE MS performance and HSE Annual planning programme for senior
objectives are reviewed. Top management visits our managers visits
project one in a month, attend site HSE meetings,
participates in hazard hunts and site HSE audits and
inspection.

b) How does top management actively Positive HSE culture is promoted in the organization Copies of senior managers site visits including
promote a positive HSE culture in the through top management involvement in day-to-day HSE details (photos)
business? HSE Matters. A dedicated HSE staff is appointed. Top
management frequently visits project locations,
participate in site HSE Meetings, Hazard hunts etc.

c) What does top management do to ensure QHSE Policy and procedures are implemented to HSE induction for senior staff (sample
the health and welfare of employees is ensure the health and welfare of the employees are minimum 6 slides)
established, maintained and given priority monitored.
Training records for three senior staff
like accommodation, meals, rotation, follow OPAL standards for the camps and
medical care, recreation facilities etc? accommodation facility. All the workers are provided Personal Commitment statements
with quality accommodation, meals and recreation
facility. How is management assured for fitness of its
employees submit three samples of typical
Routine Medical Checkups are conducted and medical fitness reports
reviewed to ensure the fitness level of the employees .

d) How do managers ensure commitment from Policies, Procedures, HSE instructions, Lesson Learnt Annual personal commitment statements
the workforce to perform activities in are discussed with the workforce through HSE Gate /
accordance with company policies, Weekly Meetings, HSE inductions and by displaying
standards and objectives, and in the HSE policy in the HSE notice board in multi-
compliance with external requirements?
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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

languages.
Tools box talks are conducted to ensure that all job-
related hazards are discussed before the start of
activity.
Internal and external Trainings are provided to the
employees to understand the importance of
compliance and how to perform tasks according to
company standards.

e) How does the contractor ensure learning Through audits and inspections. Reports where senior managers have led an
from internal and external sources and audit or investigation
promote continuous risk reduction and
Action tracking register for company including
performance improvement?
all aspects of HSE development and ranked
e.g. HML

Details of welfare reviews from senior

management level , camps, pay and
condition, medical

f) Is there a code of conduct in place to Yes Senior Management recognition scheme for
establish behavioural, ethical and the employees and senior management
compliance obligations for employees? If incentives
yes, please provide a copy.

2. Policy and Strategic Objectives

2.1 HSE Policy Documents

a) Has the organisation’s top management Yes, our company has documented policies Copy of the current policies for Company
documented, authorised and issued a HSE including HSEMS, Driving, Smoking etc
Policy?
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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

b) Does the policy address legal requirements Yes. The evidence requested in 2.1.a above may
for HSE, commitment to the prevention of satisfy this question?
accidents and provide a framework for
setting and reviewing OHS objectives?

c) Who has been identified and appointed in HSE Manager. Enclosed Job Description Submit the job description of the person
the organisation for overall responsibility identified as the one with overall
and accountability for HSE? responsibility for HSE in the organisation
(compare to the company org and the
specific contract scope org)?

d) How do you ensure that the Policies defined Through audit observations and NCR. The evidence requested in 2.1.a may satisfy
address applicable aspects of your business this question?
activities throughout the life cycle of a
contract or project?

e) If there are to be different entities operating Submit an outline of how this will be achieved.
on the same facilities (including joint Not Applicable
venture partnerships) is there a plan to
harmonize and adopt? What is the plan to
ensure a consistent message and
application? If there is please provide an
outline of how this will be achieved.

f) Describe the process used to risk-assess We have a documented procedure to carry out the Submit details of how HSE waivers or ‘step
and approve an exemption or deviation risk assessment. For any exemption or deviation our outs’ are dealt with in your organisation?
from an HSE MS requirement and how you HSE team identifies the need and conducts a Describe how the waiver is managed from
ensure the approval is by an appropriate preliminary assessment to determine the potential inception to close?
level of management. impacts and reasons for the exemption or deviation.
Any exemption or deviation from HSE MS
requirements is thoroughly evaluated, properly
justified, and approved at an appropriate level of
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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

management.

2.2 Availability of HSE Policy Statements

to employees?

a) How do you communicate your policies Through HSE induction, HSE Meetings and by Submit evidence of the formal
requirements or any amendments thereof displaying the HSE policy in the HSE notice board in communication of company policy to staff?
to your employees? multi-languages. Submit the HSE induction slides that explain
the purpose of the policy and the HSEMS to
the employees?

2.3HSE contract strategic objectives?

a) How are HSE objectives set? HSE objectives are set based on the company quality Submit details of the annual HSE planning
policy, previous audit results, contract HSE that includes objectives for improvement in
requirements and previous incidents/accident HS and E?
statistics. All objectives are set SMART (specific,
measurable, achievable, relevant and time-bound)

b) How are these objectives communicated? Through HSE Meetings and campaigns The evidence requested in 2.2.a above may
satisfy this question?

c) How is accomplishment of these objectives The objectives are tracked and monitored by routine Submit the company Action Tracking Register
tracked and monitored? inspections and audits. The KPIs are continuously showing details of the HSE targets, status and
monitored to track progress toward the HSE close out data. In addition submit details of
objectives. how the close out actions are monitored for
quality and sustainability?

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

3. Organisation, Responsibilities, Resources, Standards and Procedures

3.1 Organisation, structure to manage HSE

a) How is the organisation structured and HSE Manager is responsible for managing the day-to- Submit a current organisation chart
resourced to manage HSE? day HSE activities within the organization. HSE Submit an organisation chart for the proposed
Officers or Advisors are responsible for specific areas
scope
such as occupational health, environmental
management, safety audits, or compliance. They
provide technical expertise, conduct inspections, and
offer advice to employees and management.
Enclosed Organization chart for your reference

b) How are lines of reporting structured and HSE manager reports to the GM/MD and are As above check that the HSE reports to the
roles and responsibilities defined? responsible for the day-to-day operations and top?
compliance monitoring. HSE Advisors and Officers
oversight and ensure that HSE practices are followed
and reports to the HSE Manager.
JD enclosed for HSE Manager and Advisors

c) How do you ensure the managers and Through HSE Inductions, safety trainings, and Submit three samples of job descriptions for
supervisors understand their HSE duties competency assessments. management or supervisory level staff?
and responsibilities?

d) How have you made provision for HSE Weekly HSE meetings are conducted Submit minutes from meetings from stated
communication meetings? monthly or weekly meetings?

e) When organisational change is necessary, We have documented procedure for MOC Submit the company document that explains
what process is in place to assess, mitigate (Management of Change) change management for the organisation?
and review actual and potential risks, as
well as impacts on operating activities and
the HSE-MS itself?

f) How do you ensure people in roles Cross-training programs are implemented to ensure Submit details of how company dictates HSE
identified as HSE critical can be replaced that multiple employees are familiar with key HSE
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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

e.g. due to retirement, transfer or leaving functions and responsibilities. We also have a critical positions?
the role for other reasons? recruitment strategy in place to attract qualified Submit details of how HSE critical tasks and
external candidates. assurance of the persons responsible for the
tasks recorded
This may satisfy the question in 4.1.a below?

g) How do you ensure that plans are HSE specific requirements are defined in the scope As above
established amongst suppliers and matrix including the clauses to provide a replacement
contractors, for personnel identification in for key HSE roles if personnel leave or are unavailable.
HSE critical roles and how they can be
replaced if they retire, transfer or leave
their role for other reasons?

3.2Training

a) How do you identify training needs Competency Assessment are conducted and based on Training Matrix for the contractor company
the results further trainings are provided.
including training for high risk activities and
Additionally, job specific training is provided based on
specialised training? the contract requirement.
b) How do you ensure all employees have Review of Training Matrix and Competency HSE induction for all staff including
received appropriate HSE training and that Assessments information on chemical management, driving
it is recorded and monitored? safety, health and welfare, Heat Stress
management

c) What recruitment, deployment, career Clear Job Descriptions and criteria are available to Submit three samples of job descriptions
development, retention and succession attract top talent aligned with the company’s values stating the required HSE competence
plans are in place? and goals. requirements?
Training programs for enhancing employees’ skills.
Positive work environment with regular feedback,
recognition, and reward programs.

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

d) Describe the process used to periodically We have established a training procedure, based on Submit the quality control document that
review and update HSE training e.g. to the procedure HSE training matrix are reviewed . states the requirements for HSE document
meet HSE objectives and applicable legal reviews and management of change process.
or other HSE requirements.

e) What HSE training do you provide to HSE Inductions, HSE Leadrship Trainings, PTW Submit the job descriptions for the staff
managers and workers responsible for trainings, Trainings for Risk Assessment and Hazard responsible for managing the HSE of
contracting activities and oversight of Identification, Trainings for Incident Reporting and contractors e.g. HSE and Contracts?
contractors? Investigation

3.3 HSE Competence

a) What arrangements do you have to ensure HSE Inductions, Safety Training and Competency Submit the HSE Competence profile for Key
new employees have the required assessments staff in company organisation?
knowledge of HSE, and how is this
knowledge kept up to date?

b) How are employees informed of the Through Tool Box Talks, HSE Inductions, HSE weekly HSE Competency framework (including
specific hazards arising out of the nature of meetings criteria, assessment, gaps identification, and
their work? training) including Job Descriptions for Key
staff stating HSE requirements

c) How do you ensure people are competent On job trainings, HSE Internal and External courses as Details of positions that attract a HSE critical
to perform a job that involves hazards and per OPAL standard, Job specific trainings and courses, job
risks? Internal competency assessments,
Job descriptions for three senior staff and
three supervisory staff

d) How do you ensure HSE advisors are HSE Training awareness and competency program. Job descriptions for HSE staff and a copy of
competent in presentation skills? the current competence profile for the staff?

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
 CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

3.4 HSE Standards (ISO14001 and OHSAS

18001/ISO45001 or equivalent e.g. OSHA)

a) How do you identify, obtain, review and We have implemented ISO Integrated Management Submit the latest accredited certificate for
communicate HSE legislation, regulations, system in line with ISO 9001, 14001 and 45001 HSEMS e.g. OHSAS18001
external standards and other requirements
affecting the organisation?

b) How the company is assured that these HSE Monitoring plan are available. HSE audits and Copy of the most recent HSE plan and risk
requirements are met and verified? inspections are conducted to ensure that the assessment for a contract or project
requirements are met and verified

c) d) What system is in place to allocate HSE management team is available for overseeing Copy of the organization chart
appropriate and sufficient internal and HSE objectives, monitoring compliance, and
Details of the current year and planning for
external resources to meet HSE objectives? implementing safety protocols
next year HSE plan with any changes they
HSE Training are conducted from internal and foresee for the proposed scope of work?
external OPAL certified training centres.
Periodic Audits and Inspections are conducted to
ensure ongoing compliance with the HSE plan and
objectives

e)f) How do you agree upon the interfaces and Review and Monitoring of HSE plan and Objectives Submit a sample of a HSE plan designed to
other bridging mechanisms for activities HSE Inductions and trainings manage multiple contractors on site?
involving multiple parties using different Describe the mechanism for ensuring the
HSE audits
management systems? main contractor or client HSE requirements
were or are met?

g)h) How do you identify alignment and relevant Through Audits and Inspection As above
gaps (including roles, responsibilities and
actions) in the different management
systems of the participants?

3.5 Assessment of suitability of

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
 CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

Subcontractors/ other companies

a)b) How do you assess the: Sub Contractor management procedure available. Submit - Sub Contractor Management
i) HSE competence of subcontractors? reviews/audits prior to contract award with
you and also a post award HSE monitoring
plan

ii) HSE performance record of the No works has been sub-contracted Submit the last 5 years of HSE performance
Subcontractors and companies with data for one of your sub contractors.
whom you place contracts?

c) d) Where do you spell out the HSE Contractor Management procedure Provide the following procedures or
requirements you require your Contractors standards/copies
to meet? (What standards apply?)

e)f) What are the HSE terms and conditions Compliance to HSE plan of the contract, Submit a sample of a typical contract
dictated in your sub contract agreements? Compliance to Risk Assessments of the contract document with sub contractors or vendors?

g)h) How do you ensure these requirements are Periodic supplier and Sub contractor audits as per Sub Contractor Management reviews/audits
met and verified? procedure prior to contract award with you and also a
post award HSE monitoring plan

i) Describe how communication and Suppliers and contractors’ joint meetings Submit minutes of meetings detailing HSE
engagement is performed with your aspects of any contract or project?
suppliers and contractors?

Page 10 of 20
Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

4. Hazards and Effects Management (Risk Assessment) see (Appendix 3B)

4.1 Hazards and effects assessment

a) How do you identify and document risk? We have a documented procedure to carryout risk Submit the company risk register and a
assessment. Risk Register enclosed. specific risk format for the proposed scope
(use the attached excel version)
Include all risks identified i.e. reputational,
social etc

b) How do you ensure the proper controls are Through regular and periodical Inspections and audits Submit evidence of assurance activities,
in place, applied and complied with? inspections and audits that demonstrate the
commitment to assurance?

c) How does your company ensure no All activities are carried out after conducting a task- Submit copies of any risk assessment specific
operation is performed without a specific based risk assessment to a job or task?
risk assessment?

d) How are conflicting interests dealt with, Using Risk assessment procedure Submit the company document explaining the
within your risk management process? risk assessment process and how all
disciplines are included in the reviews?

e) How is the company organised in relation to Using Hazard Identification and Risk Assessment Submit a copy of company ALARP document
recording ALARP? process process and measurement tools to support
this response?

f) Is there a management commitment to Yes, HSE Manager and senior management team are Submit a sample of the board level HSE
review and improve risk management and involved in the review process. management review that includes the
associated processes periodically, and in oversight of the risk register for company
response to an event or change in operations. This to include People, Assets,
circumstances? Environmental and reputation details?

g) How are vulnerabilities and non- NCR reports Submit details of where an incident review,

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

conformances recognized, including Audit Observation Reports near miss (other report) resulted in a formal
deviations from operating procedures or change to controls in the risk register?
weak signals that provide indications of
potentially increasing risk?

h) What systems are in place to control Regular safety audits and inspections Submit details of how company dictates HSE
personal and process safety risks and critical positions?
Job Safety Analysis (JSA) or Task Risk Assessments
monitor the effectiveness of these Submit details of how HSE critical tasks and
(TRA) for specific activities
controls/barriers? assurance of the persons responsible for the
Behaviour-Based Safety Programs
tasks recorded

i) What are the preferred methods for Using Risk assessment procedure The answer to 4.1.d may satisfy this question
undertaking risk assessments to effectively
identify assess and treat risks related to
social impact (social responsibility to
employees, the local community and other
stakeholders) to an acceptable level?

j) What is the organization’s rationale for We have a documented procedure to carryout risk The evidence requested in 4.1.a may satisfy
managing social risk and determining risk assessment. Risk Register enclosed. this question?
acceptability?

k) Do you have specific objectives, policies Submit details of any social development
and programmes on specific social risks programmes that support community
such as community relations; cultural relations?
heritage aspects and inter-cultural
sensitivities; and the prevention of human
rights violations?

l) Does your organization have workforce Yes Submit the company document that explains
strategies and procedures in place to the company standards related to working
comply with internationally recognized hours etc?
labour standards covering any of the Submit details of how company manages the
following areas: Minimum wages, Working
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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

hours, Disciplinary practices, Employment leave periods for national and expatriate staff?
Practices, Working Conditions, Terms of
employment for migrant workers, including
Human trafficking?

m)Who is accountable and responsible for HSE Manager and CEO Submit the Job Description of the person or
managing social risk? position responsible in the organisation for
maintaining the risk register including the
social risk aspects?

n) What systems are in place to control social The evidence requested in k/l/m above may
responsibility risk and monitor the satisfy this question?
effectiveness of these controls/barriers?

o) How is base line information and the results Submit details of risk review that resulted in a
of risk assessments used as input to asset change in the management of HSE across the
design, selection and integrity decisions business or a discreet part of the business?

p) Which criteria, specifications and standards Submit the most recent risk assessment
are defined to address risks and verify review detailing when and how the review is
conformity throughout the life cycle of conducted and what are the rules for formal
facilities, equipment and materials? review?

q) How are these procedures communicated to HSE Inductions, Submit details of how identified and required
personnel that operate, maintain, inspect Tool Box Talks changes are recorded and monitored through
and manage the facilities and/or to the facility or equipment?
On job trainings
equipment?
External Trainings

4.2 Occupational health exposure

a) What occupational health monitoring do FFT medicals Evidence of Health management including
you do? how sickness is reported (provide samples)

Page 13 of 20
Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

Submit Health risk assessments for staff

b) In which areas of your business do you Ergonomics Submit the latest inspection or audits
focus this occupational health monitoring? Exposure to Hazardous materials capturing the specific health aspects from
operations.
Pre employment medical checkups

c) What health exposures do you measure and Exposure to Hazardous materials Submit details of the health impacts identified
record? within the company and also the proposed
scope of work?

d) How do you manage occupational health By monitoring and implementation of appropriate PPE Submit evidence of pre-employment health
exposures? checks and subsequent checks for personnel
exposed to a hazardous environment?

e) Briefly describe the resources available to Submit the job description of the person or
support those accountable and responsible position responsible for health management?
for managing health issues? Describe how the health aspects of activities
or tasks are recorded?
Describe the professional source (s) available
for health (occupational Hygienist) or medical
advice?

f) How does the contractor ensure that Yes The evidence requested in 4.1.l above may
required restitution time is provided and satisfy this question?
that extensive use of overtime does not
become a working environment burden for
its employees

4.3 Handling of chemicals, noise,

asbestos, and radiation and other
occupational health hazards

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

a) How do you evaluate the health risks Using Health Impact Assessment and Risk Evaluation Evidence of Health management including
presented by the transport, storage, procedure how sickness is reported (provide samples)
handling and disposal of chemicals?
Submit Health risk assessments for three staff

b) How do you evaluate the health risks Hazard Identification for Chemical Storage Submit three samples related to chemicals in
presented by noise, radiation and/or Risk Management for Chemical Handling the business?
asbestos where applicable? Explain how the management of chemicals
Compliance with Chemical Disposal
and hazards to health related to the chemicals
is reflected in the HSE plans for contract or
projects?
HSE plan for an existing contract or project

HSE Monitoring plan for a contract or project

Submit a copy of a recent noise mapping for a

site or location

c) How do you ensure that minimal use is Waste Minimization Submit the latest manual for MSDs current
made of chemicals which are potentially with the contractor
Proper Storage areas are identified to prevent
harmful to the environment? accidental spills and leaks

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

d) How do you ensure the quality of the Identification and segregation of Hazardous and Non- Explain how the transport of hazardous loads
material safety data sheets (MSD)? Hazardous waste is managed?

Trainings are provided for personnels handing waste Explain the regulatory standards that have
Enuring strict adherence to waste handling procedure been met previously in any work scope?
including loading, unloading and transportation of
Hazardous and Non-Hazardous waste

4.4 Personal protective equipment

a) How do you manage PPE requirements? Appropriate PPE are provided based on the activity. Submit a copy of the company listing of
Procurement of high-quality PPE from reputable approved PPE/RPE for the workforce?
suppliers that meet safety standards and are suitable Submit a sample of a site inspection form
for the identified hazards. specifically designed for PPE/RPE?
Submit a sample of the HSE induction for staff
detailing the approved PPE/RPE and how to
wear and maintain the same?
Submit the document that explains the issue
and maintenance of PPE/RPE?

4.5 Waste management

a) How have you identified your waste Yes, the waste generated are identifie d, segregated Submit details of the board level review of
streams? and disposed as the waste disposal procedure and waste management to include items identified
plan for waste reduction, recycling or re-use?

b) How do you manage your hazardous waste? Hazardous wastes are identified, segregated and Submit details of the Waste streams for the
disposed as per the waste management and handling last 24 months
procedure.

c) Who is accountable and responsible for HSE Manager Provide a copy of the job Description for the
managing environmental risk? Provide a position?
copy of the job Description for the position?

Page 16 of 20
Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

d) What systems are in place to control Monitoring and Management of waste generation Details of the waste reduction measures in
environmental risk and monitor the your company
Trainings for waste handlings
effectiveness of these controls/barriers?
Audits and Inspection

4.6 Drugs and alcohol

a) How do you manage alcohol and drug We have established an alcohol and drug policy Submit a policy document stating the drugs
abuse? within the organization. and alcohol rules and consequence
management?
Submit a sanitized copy of any warning letters
related to alcohol or drugs?

b) Explain how you manage the health and Health Awareness sessions and campaigns are
well being of your workforce? conducted.
Annual medical check-ups are conducted and records
are maintained
HSE training sessions for safe work practices,
emergency response, ergonomics
Onsite medical facilities to address any health issues
that arise promptly

c) Do you have a policy for drugs or alcohol Yes. The evidence from 4.6.a may satisfy this
testing? If yes submit a copy of the question?
standard/policy?

5. Planning and Procedures

5.1 HSE Operations manuals

a) Please attach an electronic copy of your Enclosed. To demonstrate HSEMS development Submit
HSE manual and HSE plan? samples of the following:

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Tenderer HSE Capability Questionnaire Ver.0 January 2018
CONTRACT NUMBER:
NAME OF TENDERER:
PDO USE ONLY
Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

Mechanical Lifting procedure

Permit to work procedure

Working at Height

Excavation Standards including pre-work

checks

b) How do you implement these requirements? Through Tool Box talks and JHSA Submit a sample of a pre-work check sheet,
Tool Box or equivalent?

c) What are the company arrangements for PTW system are used and regular audits are Submit a sample of company permit to work
managing safe systems of work? conducted to ensure the effectiveness of the PTW system,
system. Submit a sample of a recent audit of the
company permit to work system?

d) How are you assured that the HSE system is Through Inspections, audits and calibration of Provide certificates for all lifting equipment
fit for purpose? equipments. (minimum 6 copies)

Certificates of calibration for critical

equipment

e) How are safety rules communicated and Through Inspection and audits. The evidence from the inspections and audits
compliance monitored in the work place? may satisfy this question

f) How are safety behaviours applied and Using IHTIMAM Evidence of Behaviour Based Safety
monitored in the work place? programme including evidence of reports and
actions taken also show records for trend
analysis

g) What processes does your company use to Inspection of Equipments Detail the current preventative maintenance

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HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

prepare for activities and ensure Calibration of Equipments scheme managed ion your company
operational readiness and integrity of Periodical Maintenance for equipments Provide a list of Safety Critical Equipment and
systems before commencing work?
detail the frequency for inspection

h) How does your company confirm that Submit a sample of the simultaneous
interfaces/handovers are established? operations/activities checks to be conducted
before an activity is commenced?

i) How does your company assure consistent Periodical audits are conducted The evidence from Inspections and audits may
application of processes to ensure activities satisfy this question?
and tasks are executed in accordance with
plans?

j) What kind of supervision activities exist to On Job trainings, Tool Box talks, Feedback Await response but inspections and audits
confirm each activity and/or task is Mechanisms, Checklist are used to verify that all steps would be part of the review?
executed in compliance with the plans and are followed, Regular audits and inspections.
procedures and delivers the expected
outcome?

k) Describe your company culture related to All our employees are empowered to stop work and Evidence from 5.1.f may satisfy this question?
“Stop work and Intervene? intervene if any unsafe act or unsafe work is
observed. We use IHTIMAM to document the same.

l) How does your company manage Consequence matrix is applied, Evidence from 5.1.f may satisfy but also need
inadequate performance or unacceptable Detail of the discipline code (consequence
behaviour? Management) in company and evidence of
warning letter standards?

m)What arrangements does your company We have established an Emergency Response Submit Recent Emergency exercise details
have for: • Contingency • emergency, Crisis Procedure. including lessons learned
continuity management planning Mock drills are conducted as per the HSE plan to Submit A list of the most credible type of
ensure the effectiveness. emergencies for the presented scope C4 or an
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HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

Training and awareness programs are conducted as existing contract or project

per the training matrix

n) Provide some examples of situations which Mock drills for Fire incident Submit a report from a recent emergency drill
are included for each of the above? Mock drills for Waste Spillage incorporating lesson learned and future
improvement?

o) How does your company ensure that We evaluate reports from the mock drills to identify Submit a report from a recent emergency drill
required resources are in place with regular any issues or gaps. We then create action plans to incorporating lesson learned and future
tests and drills, including incorporation of address these gaps, and monitor the progress to improvement?
lessons learned? ensure they are resolved effectively.

p) List the most credible scenarios that would Enclosed list Submit A list of the most credible type of
apply in relation to this scope or work? emergencies for the presented scope C4 or an
existing contract or project

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CONTRACT NUMBER:
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Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

5.2 Equipment control and maintenance

a) Describe the HSE Critical equipment H2S and Multi Gas Monitors Submit the safety critical list of equipment
specifically identified? Fire Extinguishers and submit the job description for the person
or position responsible of the same
Spill Kits
Personal Protective Equipment (PPE)

b) How do you ensure plant and equipment is We have maintenance plans available for plants and The evidence for inspections and or audits
inspected, certified, valid and safe for use? equipment. Daily inspections are conducted to ensure may satisfy this question/
the fitness of the equipment.

c) Do you have a preventive maintenance Yes Preventative maintenance programme hard

system? copies showing details

d) Explain you equipment inspection regime! Daily/Shift Start Inspections are conducted each day Record the response?
or at the start of every shift, our operators perform a
basic pre-operational inspection.
Preventive maintenance is conducted as per the
scheduled maintenance plan

5.3 Road Safety Management

a) How do you manage road safety for all IVMS systems are installed in all vehicles as per OPAL Submit the Road Safety Standard for company
company vehicles? standard to monitor the rode safety requirements. and /or operations

b) How do you manage commuting to and Using LV which are certified as per OPAL standard. Record the response?
from work?

c) What standards are applied to your road IVMS Submit details of the in house training for
safety management programme? Journey Management System staff

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supporting evidence (s) (examples of expected supporting
evidences)

d) How often do you audit against the applied Bi annually Submit a sample of a recent audit for road
standard? safety?

e) How do you monitor non compliance with Through IVMS rag reports The evidence related to consequence
road safety standards and rules in the management may satisfy this question? Refer
company? 4.6.a above

f) What actions are taken by management Using consequence matrix The evidence related to consequence
when violations are identified or reported? management may satisfy this question? Refer
4.6.a above

g) How many drivers of vehicles are trained in Submit details of the in house training for
defensive driving? staff

h) How do you manage vehicle load We have established material handling procedure for Record the response and get them to submit
restraining where applicable? loading, unloading and transportation of materials. the job description for the person responsible
Adequate trainings are provided for the activity and state the HSE competence
for the position?

i) How many Motor Vehicle incidents have you NIL Record and check it forms part of the overall
had in the last two years? response data linked to section 6 below.
When comparing with other bidders be
careful to check the km exposure in each
case?

6.0 Implementation and Performance Monitoring

6.1 Implementation and active

performance monitoring of work
activities

a) How do you monitor HSE performance in Through HSE audits and Inspections The evidence from the board level meetings
the work place? and the subsequent discussion may satisfy

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Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

this question?

b) What types of HSE performance LTI Submit the full list of company leading and
indicators/measures are used in your Fata Incidents lagging indicators, include HS and E details?
company? Give examples!
Mock drills
Near Miss
IHTIMAM
LSR violations
Road Safety Violations

c) Provide examples of trending of your key Submit thematic and present these in the face
HSE performance indicators! t o face meeting with PDO staff during the
face to face meeting?

d) How is health performance recorded? Health FFT records As above?

e) What arrangements do you have to ensure Annual medical FFT are conducted to ensure Submit the medical report standard for
personnel are fit to work in their designated personnel are fit to work in their designated role. company
role? Submit a recent sanitised medical report
Submit a sample of the current insurance
scheme for staff

f) How is environmental performance Key performance indicators (KPIs) and objectives are The evidence from waste in section 4 may
recorded? established to track environmental performance. also support this response
Audits and inspection reports are reviewed to verify
effectiveness.

6.2 Statutory notifiable incidents

a) How many reportable accidents have you 0 This is a standard submission but to be
had in the last five years? ( Provide annual interrogated during the face to face?
figures)
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supporting evidence (s) (examples of expected supporting
evidences)

6.3 Improvement or prohibition notices

(in accordance with article 12 & 13 of the
regulations pertaining to safety and
occupational health procedures as issued
by the Ministerial Decision No 286/2008)

a) Provide details of any work prohibitions Not Available Details of any prohibition or suspension from
from government or client imposed on the any current or past contract or project
company?

b) Have you ever had a contract cancelled due NO

to poor HSE performance?

6.4 Incident investigation and reporting

a) How do you identify the critical factors, Through Audit findings, Incident Lesson learnt and Lesson learned from past incidents
immediate causes, underlying causes and Investigation reports.
Sample of the incident reports form the last
latent (hidden) management system
three incidents or Near Miss
failures?

b) Who normally conducts incident HSE MANAGER Three samples of Investigation, if no events
investigations? then submit HIPO Near Miss reports

c) How do you determine who should lead the Our company has established a documented Submit the company standard for
investigation? procedure for Incident Reporting and Investigation. investigation; check how the lead is
determined, perhaps on severity? Ensure the
leads have the appropriate competence and is
stated in their JD.

d) How do you ensure that the learning’s from The learnings are discussed and made available Copies of three latest HSE alerts that were
all incidents, including near misses, are through HSE Meetings, HSE campaigns, HSE notice shared across the company, check for the
communicated? boards
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HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

company logos and consistent standard?

Check that the underlying causes are actually

underlying?

Interrogate any investigation model e.g. step

back 5x5, Tap etc?

e) Please provide Tier 1 and Tier 2 Process There are currently no events available at this time. Record the response?
Safety Event statistics (as relevant to your
operations) for each year of the last five
year.

f) How does your company ensure compliance Our company has established a documented The evidence from inspections and audits
with any statutory requirements for procedure for Incident Reporting and Investigation. may satisfy this question?
reporting and investigation in the
jurisdictions you operate within?

7. Auditing

7.1 Auditing

a) How do you plan and schedule audits and MR prepares the audit schedules for the year and Evidence of lead auditor training within the
what range of auditing is covered? circulates to relevant parties, Aduit covers company contractor company
internal audit, ADC audit, supplier and sub-contractor
audit.

b) How are audit findings tracked and closed Action tracker maintained by HSE department, HSE The action tracking register and then the
out? team follow up on the open action items and ensures actions going into an action plan with any
the items are closed on time. changes to HSE plans and risk records
appropriate?

c) Who in your organisation is trained and Evidence of lead auditor training within the
certified to conduct internal management
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Tenderer response including reference to &
HSE Management Element
supporting evidence (s) (examples of expected supporting
evidences)

system audits? contractor company

8. HSE Management Performance Reviews

a) How often is board level management 1 year The evidence from section 1 may satisfy this
performance reviews conducted? question?

g) How do you communicate corporate HSE HSE Meetings, HSE Notice Board The evidence requested in 6.4.d may satisfy
performance findings to workers? this question.

h) Provide evidence of managers formally Audit Reports and MRM Submit a copy of a recent (or last) internal or
reviewing the effectiveness and fitness-for- external HSEMS audit? (OHSAS/IMS etc)
purpose of the HSE-MS.

i) Memberships of Associations-Describe the Not Available Record and interrogate?

nature and extent of your company’s
participation in relevant HSE industry,
trade, and governmental organizations.

j) Additional Features Does your organization Not Available Record and interrogate?
(globally, regionally or locally) have any
HSE features or of HSE-MS arrangements
not described elsewhere in your response to
the questionnaire?

Signed by Most Senior Management Position:

Name of Person:

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CONTRACT NUMBER:
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supporting evidence (s) (examples of expected supporting
evidences)

Tenderer Name:

Date:

Risk Assessment Sheet to be completed for the Scope of Work

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