Sub-Contractor Management

1. Introduction

This Sub-Contractor Management Document outlines the comprehensive policies and procedures for
the selection, evaluation, and ongoing management of subcontractors by Ryboa Haima. Effective
sub-contractor management is essential to ensure that subcontracted work meets our standards of
quality, safety, and compliance while aligning with our strategic goals and values.

2. Policy and Objectives

Ryboa Haima is committed to maintaining strong relationships with subcontractors who share our
values and standards. Our sub-contractor management policies aim to:

 Select subcontractors based on their qualifications, capabilities, and alignment with our
standards.

 Ensure compliance with all relevant regulations, industry standards, and ethical practices.

 Monitor and evaluate subcontractor performance to deliver quality and efficiency.

 Promote safety, environmental responsibility, and ethical conduct in all sub-contractor

activities.

 Foster open communication and collaboration with subcontractors to achieve shared goals.

3. Sub-Contractor Selection Process

3.1 Pre-Qualification:

 Subcontractors must complete a thorough pre-qualification process before becoming eligible

for partnership.

 The pre-qualification process assesses financial stability, legal compliance, experience,

capacity, insurance, safety records, environmental practices, and references.

 Subcontractors are required to submit comprehensive documentation, including financial

statements, safety records, environmental policies, and references during this phase.

3.2 Request for Proposal (RFP):

 Ryboa Haima will issue Request for Proposals (RFPs) to pre-qualified subcontractors when
project opportunities arise.

 RFPs will include detailed project specifications, expectations, evaluation criteria, and terms
and conditions.
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3.3 Evaluation and Selection:

 Subcontractor proposals will be rigorously evaluated based on criteria such as cost, quality,
experience, references, compliance, safety records, environmental practices, and ethical
conduct.

 A selection committee, including representatives from relevant departments, will review

proposals and select subcontractors that align with our objectives and offer the most value.

4. Sub-Contractor Performance Management

4.1 Contractual Agreements:

 Contracts with subcontractors will include comprehensive terms and conditions that clearly
outline roles, responsibilities, expectations, pricing structures, payment schedules, warranty
provisions, dispute resolution mechanisms, and termination clauses.

 Legal experts and procurement professionals will collaborate to ensure that contracts are
legally sound, and in compliance with relevant regulations.

4.2 Performance Monitoring:

 Subcontractor performance will be continuously monitored, and Key Performance Indicators

(KPIs) and Service Level Agreements (SLAs) will be utilized to assess compliance, quality,
timeliness, and efficiency.

 Ryboa Haima will establish performance benchmarks and thresholds for each subcontracted
project.

4.3 Issue Resolution:

 Ryboa Haima will address performance issues with subcontractors promptly and proactively
through a well-defined issue resolution process.

 The issue resolution process will include provisions for addressing conflicts, disputes, and
deviations from contractual terms.

5. Safety, Environmental Responsibility, and Ethical Conduct

 Subcontractors are required to adhere to all safety and environmental standards set by
Ryboa Haima.

 Regular safety audits and environmental assessments will be conducted to ensure

compliance with safety regulations and environmental policies.

 Ryboa Haima expects ethical conduct from subcontractors in all aspects of their work.

6. Continuous Improvement

 Ryboa Haima is dedicated to continuous improvement in sub-contractor management.

 Feedback from stakeholders, employees, and subcontractors will be solicited, and insights
will be used to refine processes, procedures, and policies.

7. Documentation and Records

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 Comprehensive documentation will be maintained for all sub-contractor interactions,
decisions, and contractual agreements.

 Accurate records will be archived for auditing, reference, and performance evaluation
purposes.

8. Training

 Ryboa Haima is committed to the training and development of relevant staff in sub-
contractor management practices and expectations.

 Training programs will include legal and regulatory compliance, safety protocols,
environmental policies, ethical standards, and dispute resolution.

9. Review and Update

 This Sub-Contractor Management Document will be reviewed and updated regularly, at least
annually, to reflect changing needs, industry standards, and regulations.

 Ryboa Haima will conduct periodic audits to ensure compliance with the document's
provisions.