QU EHSMS Training - Contractor Management Training Presenstation

Contractor Management
EHSMS Committee
Katherine Hahn, CHMM CSP – EHS Specialist
May 2015
Overview
1. Specific roles and responsibilities of

Environment and Safety Office (ESO), EHS
committee and the procurement department;
and
2. EHS requirements in current / future contracts.
Roles and responsibilities
Top Management
Allocate sufficient resources for the
Contractor Management and ensure that
QU:
1. Employees;
2. Students;
3. Contractors; and
4. Visitors
are aware of their responsibilities through
appropriate regulation, delegation and
communication.
https://www.mcgill.ca/security/about-us/roles-and-responsibilities
Project Briefing
Development, Implementation and Certification of Environmental & Safety Management System Services based on ISO 14001 and OHSAS 18001
Vice Presidents (VP),

Associate Vice Presidents (AVP),
Deans, Directors, Managers,
Head Sections/Units and Project Managers
• Ensure that all contracts commissioned by
QU are in accordance with the relevant
laws and regulations.
Project Briefing
Procurement Department
• Ensure the appointment of contractors in
line with the requirements of QU EHSMS
– Contractor Management;
• Provides clear communication of EHS
requirements to contractors during all
stages of the project.
• Facilitates contractor monitoring to
ensure their full compliance with Qatar’s
EHS legal requirements;
Project Briefing
Environmental Safety Office (ESO)

• Provides advice on management of
contractors with respect to EHS legislative
requirements;
• Assists respective Project Managers with
the completion of a Risk Assessment prior
to submittal of Requisition Form to the
Procurement Department;
• Provides assistance in evaluating
contractor’s EHSMS (where operating)
upon selection;
Project Briefing
Environmental Safety Office (ESO)

• Takes the lead in reviewing the
contractor’s risk assessment and project
EHS plan; and
• Provides assistance, where requested,
with the review of contractor EHS
performance.
Project Briefing
EHS Committee
• Provides support on issues related to the
implementation of Contractor
Management requirements, when
requested.
Project Briefing
Management of Contractors
Establishment of Project EHS Requirements
Evaluation/Selection
Contractual Agreement
Coordination and Communication
Mobilization/Work in Progress
Monitoring Performance
Commissioning
Demobilization
Contract Close-Out
Project Briefing
Establishment of
PROJECT EHS
REQUIREMENTS
Project Briefing
Prior to engaging any contractor

• Define EHS requirements in the tender
and specification documents.
 A detailed Scope of Work;
 Key EHS hazards and risks associated
with the project
Project Briefing

• Highlight the EHS requirements for the
works being tendered:
 Adequate EHS resources;
 Legal compliance;
 Risk management programs;
 EHS performance monitoring and
incident reporting;
Project Briefing

• Highlight the EHS requirements for the
works being tendered:
 EHS training and competency;
 Communication and consultation
activities;
 EHS inspection and auditing
requirements; and
 Non-compliance and enforcement
procedure.
Project Briefing
Contractors involved in high risk activities (eg,

moderate, significant, or extreme risk rating):
• Require a high level of EHS management
and supervision;
• Provide information on the systems the
contractor will have to comply with whilst
on the project; and
• Ensure that the successful contractor is fully
aware of any requirements.
Project Briefing
CONTRACTOR
EVALUATION / SELECTION
Project Briefing
Contractor Evaluation / Selection
• Evaluate submissions
 EHS requirements fully
considered?
 complies with the EHS
requirements issued?
• Preference to contractors that
have an operating and
effective EHSMS.
• Questionnaire (Appendix A)
for the assessment of a
contractor’s EHS management
capability.
Project Briefing
For high risk activities:

• Meet with the prospective contractors
 review their systems
 examine their capabilities, resources,
and previous performance in similar jobs
• Preference given to contractors that have an
operating and effective EHSMS
Project Briefing
For low risk activities:

• Allow one year grace period to implement
acceptable EHS requirements;
• Follow QU’s EHSMS during grace period.
Project Briefing
General
• Maintain a list of preferred
contractors/suppliers that have already
been evaluated and meet acceptable EHS
requirements;
• Review preferred contractors/suppliers
annually.
Project Briefing
CONTRACTUAL
AGREEMENT
Project Briefing
Contract
• EHS requirements are clearly defined and
clearly stipulated within the service
contract;
• The level of detail is dependent upon the
level of risk associated with the project.
Project Briefing
Contract details:
• Requirement for an operating EHS
management system (Note: If no EHS
management system, contractor will
undergo induction in QU’s EHSMS)
• EHS requirements of the contractor;
• Requirement for adequate EHS resources;
• EHS roles, responsibilities and
accountabilities;
• Chronological schedule of work;
• Detailed scope to ensure understanding of
project complexity, potential hazards and
risks
Project Briefing
Contract details:
• Mechanisms for EHS monitoring and
coordination with QU regarding EHS;
• Mechanisms and/or enforcement of on-
going non-conformances;
• Project specific EHS documentation.
Project Briefing
COORDINATION
AND COMMUNICATION
Project Briefing
General
• QU to allocate appropriate planning,
coordination, and communication to contractor
management to ensure:
 Risks are identified
 Activities properly planned
Project Briefing
Pre Start:
• Nominate a primary point of contact within QU
to communicate EHS information;
• Verify competent staff have been allocated by
the contractor;
• Verify contractor staff have been provided
relevant EHS information:
 Known EHS hazards/risks and how to
mitigate them
 Legal QU EHS-related requirements
 Reporting and emergency procedures
 Site rules, facilities, contacts, working hours,
restricted areas
Project Briefing
Coordination Activities:
• Forward planning of work activities and tasks
between contractors to minimize risks;
• Joint risk assessment of work activities and
tasks;
• Contractor’s participation in consultative
activities (e.g. a project EHS committee)
• Employee / student welfare related and
transportation activities;
• Emergency response and management
arrangements;
• Communication of EHS information
• EHS record keeping
Project Briefing
MOBILISATION /
WORK IN PROGRESS
Project Briefing
Mobilisation / Work in Progress
Ensure:
• Contractors are performing work activities
in a manner that is safe for employees,
students and the community, as well as in a
manner that protects the environment;
• Contractors are applying EHS
systems/practices suitable for the work
being undertaken; and
• Contractor employees and visitors complete
an EHS induction
Project Briefing
MONITORING
PERFORMANCE
Project Briefing
Throughout contract period:

• Assess contractor performance against specified
EHS requirements;
• Assess contractor performance against agreed
upon KPIs);
• Verify regular site inspections are being
undertaken;
• Assess compliance with EHSMS, EHS procedures,
etc. (eg, routine auditing)
• Monitor non-conformances and corrective
actions;
• Review contractor EHS performance, incident
reports, third party reports, complaints
Project Briefing
Available Form/ Checklist Purpose

• General inspection checklist
EHS Inspection Checklist • Basis for performing EHS inspections
(Appendix B) • Modified to include additional requirements depending
on the scope, size, complexity and risks involved
Canteen Audit/ Inspection
Checklist • Specific canteen EHS checklist incorporating relevant
regulatory requirements
(Appendix C)
Hazardous Substances Register • Utilized for proper management of hazardous

(Appendix D) substances
Contractor EHS Performance

Assessment Review • Assessment of contractor EHS performance as part of
(Appendix E) contract close-out process
Project Briefing
Project Briefing
Project Briefing
Project Briefing
Project Briefing
Meetings:
• Discuss audits and inspections, incidents, on-
going issues/remedial actions, future planned
activities
• Held regularly:
 Schedule dependent upon type of project for
lengthy and complex contracts (eg,
construction work);
 Quarterly at a minimum for longer, fixed
contracts (eg, general services)
Project Briefing
COMPLETION
Project Briefing
Commissioning
Commissioning Procedures:
• Appropriately trained and competent
personnel shall perform commissioning;
• Full written operating instructions shall be
provided;
• Verification process shall include:
 Permit to work procedures
 Isolation procedures
 Restrictive access
 Operator training and competency
 System configuration check
 Handover
Project Briefing
Demobilisation / Decommission
Demobilization:
• Equipment and materials demobilized in
accordance with applicable laws:
 Transportation
 Waste disposal
 Safety
• Areas shall be restored to same condition as
prior to the start of the work
Project Briefing
Demobilisation / Decommission
Decommissioning
• Plan developed by contractor and
reviewed/approved by QU;
• Consistent with relevant construction
specifications, where applicable.
Project Briefing
Contract Close-Out
Upon completion:
• Verify:
 Areas of the works have been returned to
the original state or to an agreed condition;
 All EHS requirements have been complied
with; and
 All necessary records have been handed
over by the contractor.
• Control of workplace/site returned to QU
(clearly stated in contract);
• Contractor performance assessment
completed. Results will be part of future
contractor selection process.
Project Briefing
Questions ?
Project Briefing
www.ghd.com
Project Briefing

QU EHSMS Training - Contractor Management Training Presenstation

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Contractor Management

1. Specific roles and responsibilities of

Vice Presidents (VP),

Environmental Safety Office (ESO)

Environmental Safety Office (ESO)

Establishment of Project EHS Requirements

Coordination and Communication

Prior to engaging any contractor

Prior to engaging any contractor

Prior to engaging any contractor

Contractors involved in high risk activities (eg,

For high risk activities:

For low risk activities:

Throughout contract period:

Available Form/ Checklist Purpose

Hazardous Substances Register • Utilized for proper management of hazardous

Contractor EHS Performance

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