· Web viewIt would be good evidence to see NEBOSH Certification or Diploma, British Safety Council International Diploma, OSHA Certification or any other recognised qualification

Power & Water Utility Company for Jubail and Yanbu (MARAFIQ) Document ID No : MSSM-1-SF-002

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Date of issue: 2 Oct 2011OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT MANUAL

FORM NO. 102

OHSMS PRE-QUALIFICATION QUESTIONNAIRE

MARAFIQ Power & Water Utility CompanyCONTRACTOR PRE-QUALIFICATION QUESTIONNAIRE

COMPANYNAME

COMPANY ADDRESS / CONTACT DETAILS

Submitted by (PRINT):Position/Designation:Date Submitted:Signature:(The information provided is accurate and genuine)

* listed in the evidence column indicates mandatory evidence to be provided.

Item Question Answer EvidenceAttached

Details of Evidence Attached

Approval (Marafiq use only) (Tick & Initial)

A. What are the company’s main activities? Tick box if

attached

REJECTED......................REFERRAL......................APPROVED......................

D. How long have you been in business? Tick box if

attached


G. Do you maintain a current Quality Assurance Programme?

Tick box if attached


J. Please provide 3 examples of work you have carried out recently in Saudi Arabia?


REJECTED......................

REFERRAL......................

APPROVED......................

M. Are you prepared for REJECTED......................

PROPRIETARY NOTICETHIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ.

IMPORTANTOnly document with stamps are considered official.

Doc. No._______________


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Marafiq to approach previous clients for references?


REFERRAL......................

APPROVED......................

P. How many people do you employ? Tick box if

attached


S. Have you ever had a contract refused or terminated on HSE grounds?


REJECTED......................

REFERRAL......................

APPROVED......................

V. Do you have a HSE Policy? Tick box if

attached *


Y. Do you have a formal Safety Management System (SMS) detailing the HSE arrangements?

Tick box if attached *

REJECTED......................

REFERRAL......................

APPROVED......................

BB. Do you have a Health & Safety Committee? If Yes, please give details of structure and agenda?


REJECTED......................

REFERRAL......................

APPROVED......................

EE. Who is the competent person for the organisation?



HH. What formal HSE qualifications do they have?






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KK. How many HSE Personnel do you employ, please give details including qualifications?


REJECTED......................

REFERRAL......................

APPROVED......................

NN. Has the company ever been prosecuted or subject to police investigation for health and safety matters?


REJECTED......................

REFERRAL......................

APPROVED......................

QQ. Do you have suitable insurance and have you complied with any insurer requirements?


REJECTED......................

REFERRAL......................

APPROVED......................

TT. Do you subscribe to any industry or safety related organisations?


REJECTED......................

REFERRAL......................

APPROVED......................

WW. Are you a member of a recognised industry or HSE specific organisation i.e. IOSH, IIRSM etc?


REJECTED......................

REFERRAL......................

APPROVED......................

ZZ. Where do you gain access to up to date health and safety


REJECTED......................

REFERRAL......................




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information and best practice guidance?

APPROVED......................

CCC. How often do you review your HSE arrangements and ensure up-to-date compliance?



FFF. How do you communicate your Health and Safety Policy, arrangements and procedures to your employees?


REJECTED......................

REFERRAL......................

APPROVED......................

III. Do you provide your employees with health and safety training?



LLL. Are you prepared to fund any HSE training required to meet the requirements of Marafiq’s SMS?


REJECTED......................

REFERRAL......................

APPROVED......................

OOO. How do you review and measure your health and safety performance?



RRR. Do you have safety rules for work activities? Tick box if

attached


UUU. Can you provide Marafiq with a HSE Plan for Tick box if

REJECTED......................

REFERRAL......................




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company activities or previous work?

attached APPROVED......................

XXX. Provide worked examples of the following: -

Risk Assessment (specific)

Method Statement (specific)

Inspection Report (specific)


REJECTED......................

REFERRAL......................

APPROVED......................

AAAA. Provide worked examples of HSE Inspections carried out by your HSE personnel?


REJECTED......................

REFERRAL......................

APPROVED......................

DDDD. Provide detailed information of the accidents and incidents in the last 3 years (include statistical records).


REJECTED......................

REFERRAL......................

APPROVED......................

GGGG. What is your organisations procedure for reporting, recording & investigating accidents & incidents?


REJECTED......................

REFERRAL......................

APPROVED......................

JJJJ. Provide details of your First Aid arrangements Tick box if

REJECTED......................

REFERRAL......................




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including training provider information?

attached * APPROVED......................

MMMM.Provide details of your Emergency Arrangements when on a client’s site?



PPPP. Do you or any of your sub-contractors use hazardous materials? If Yes, provide details and precautions


REJECTED......................

REFERRAL......................

APPROVED......................

SSSS. Do you use equipment that could present a risk during work activities? If Yes, provide details


REJECTED......................

REFERRAL......................

APPROVED......................

VVVV. How do you ensure the competence and suitable of health and safety performance of sub-contractors?


REJECTED......................

REFERRAL......................

APPROVED......................




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For Marafiq Official Use Only

Signed:___________________________________________

Name:______________________________________

Position:____________________________________

Date:_____________________________________________

Tick box if ALL

Questions answered

PRE-QUALIFICATION RESULT

APPLICATION APPROVED ...................

APPLICATION REFERRED ....................

APPLICATION REJECTED ...................

Tick the appropriate box and add initials alongside.

Tick box if ALL

evidence is attached

Issues for Referral Further Evidence of Clarification Provided Approved?



Power & Water Utility Company for Jubail and Yanbu (MARAFIQ)

Document ID No : MSSM-1-SF-002

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Date of issue: 2 Oct 2011

OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT MANUAL

1.0 FORM GUIDANCE

The purpose of this form is to structure to the process of determining the competence and capabilities of a contractor to work safely on projects organized or managed by Marafiq. The questionnaire is intended to challenge contractors to demonstrate, with evidence, their knowledge and ability to apply sound OHS principles. The blank form is issued to contractors with instructions on how to complete the form, attach evidence and return it to Marafiq for evaluation.

Company NameThe contractor enters the name of his company in this box. This name must be the name of the company to whom contracts will be awarded.

Company Address / Contact DetailsThe contractor enters here the address, main contact phone number, fax number, direct line for the person who submitted the form and their e-mail address.

Submitted byEnter the name of the person who works for the contractor who completed and submitted this form.

Position / DesignationEnter the position the person named in the above box holds within their company. For example: Contracts Manager, Project Manager or Health and Safety Manager.

Date SubmittedThe contractor enters the date on which the questionnaire is completed and submitted to Marafiq.

SignatureThe person whose name is noted above signs to say that the information provided in the questionnaire and appended to it is accurate and genuine at the time of submittal.

Item ColumnA numbering system to allow reference to questions and corresponding responses.

Question ColumnThe questions to be answered by the contractor.

Answer ColumnThe contractor enters in here a brief response to the question. He may provide a more detailed response in a separate response document that clearly connects responses to referenced questions.

Evidence Attached ColumnWhere additional information or evidence is attached, the contractor will tick the box to indicate this.


IMPORTANTOnly document with stamps are considered

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Details of Evidence Attached ColumnThe contractor lists the evidence provided in response to the question.Approval ColumnThis column is for use by Marafiq when evaluating the contractor responses. Each response is approved, rejected or referred. Approve the response if it meets the required standard. Referred means that more information may be required or that the risk indicated by the response may be controlled using Marafiq control measures. If the response indicates that the contractor has insufficient knowledge or capability to meet Marafiq’s standards of occupational health and safety, tick the “Rejected” box.

For Marafiq Official use Only

Signed, Name, Position, DateThe reviewer enters their signature, printed name, position and the date they completed the review.

Tick boxesAll questions must be answered, even if the answer is to explain why the question is not valid for the contractor’s operations. If any questions are unanswered, the reviewer will ask the contractor for responses in the first instance to obtain an immediate response. If all questions are answered, tick the box.

Mandatory evidence, indicated by a * in the evidence column, must be provided. Other evidence may be required depending on the written response provided. The reviewer must use judgment to determine if evidence should be provided. If all the required evidence is provided, tick the box.

Pre-qualification ResultIf all the questions are marked approved and both tick boxes are ticked, the questionnaire is approved.If any of the boxes are marked “Rejected”, the questionnaire is rejected. If any of the questions are marked “Referred” or further information is required from the contractor or from the Marfiq department who will work with the contractor, the referred box will be ticked. In some instances, minor shortcomings in the contractor’s knowledge or capability may be mitigated by temporary control measures used by the Marafiq department. This further information will be sought. Tick the appropriate box and add the reviewer initials alongside.

Issues for ReferralThe reviewer will list the further information to be provided or the control measures from the Marafiq department.

Further Evidence of Clarification ProvidedThe reviewer will provide a summary of the further evidence or information provided by the contractor or any temporary control measures to be used by the Marafiq department

Approved?If the information provided is satisfactory write “Approved”. If all issues for referral are approved, the reviewer may change the status of the PWW result. Otherwise enter “Referred” or “Rejected”. Only two referral loops are permitted before the questionnaire is rejected.



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The form below includes examples of good responses and evidence provided with the Pre-Qualification Questionnaire form. Use this information to determine whether contractor responses are satisfactory, unsatisfactory or require clarification.

Item Question Examples of Good Responses Examples of Good EvidenceA. What are the company’s

main activities?This question allows Marafiq to get an indication of the contractors’ specific skill in terms of providing services.

Good evidence would be clear information about specific services and not just general indication of many services that could be provided. Look for brochures, websites, indications in the company name etc.

B. How long have you been in business?

This question clearly indicates the longevity of the business and a business that has only been established for a short period of time would indicate a lack of experience or perhaps suggest previous financial problems etc.

A contractor that can demonstrate a history of good business practice and can provide evidence of service provided to established clients over a long period of time.

C. Do you maintain a current Quality Assurance Programme?

Many companies maintain Quality Assurance Standards as a means of inclusion on tender lists for prospective clients and would indicate a commitment to sound management systems.

OHSAS 18001:2007 Certification would be a good indicator of a contractor with the minimum standard required to comply with most current statutory requirements for health and safety. NOTE : Be aware of contractors with outdated certification and ask the relevant questions as to why this is the case.

D. Please provide 3 examples of work you have carried out recently in Saudi Arabia?

The reason for this question is to check that the contractor is used to working locally, give an indication that they have worked recently and open up the opportunity to see references.

Names, addresses and details of recent work carried out in Saudi Arabia from 3 sources that could also indicate the relevance of experience and specialties with regard to work activities.

E. Are you prepared for Marafiq to approach previous clients for references?

This should indicate if the contractor has anything to hide in terms of previous work carried out and demonstrate their openness and honesty.

Good references that can be verified by follow up phone calls/emails etc that are relevant to the work activity that the contractor is going to provide to Marafiq.

F. How many people do you employ?

It is important to gauge the resources available in terms of people that would be required to carry out the service to be

Good evidence would be detailed personnel records with names and designation who will be involved in working on Marafiq sites.



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Item Question Examples of Good Responses Examples of Good Evidenceprovided and this question should give an indication. This question also allows Marafiq to measure numbers of staff against trained health and safety staff provision.

G. Have you ever had a contract refused or terminated on HSE grounds?

Any contractor who has had a contract refused or terminated on HSE grounds is likely to have serious problems in terms of HSE provision and/or management and would require further investigation.

Good evidence would be no evidence of contract termination or refusal on HSE grounds and this could be verified through references where possible. NOTE: Be open minded as a contractor could have had issues with a client that led to refusal or termination that may or may not be relevant to HSE, therefore thoroughly investigate.

H. Do you have a HSE Policy? A HSE Policy demonstrates a verbal commitment to providing a safe and healthy workplace and is only the initial indicator of this assurance and requires suitable and sufficient arrangements to support this promise.

A carefully considered and well written HSE Policy that is appropriate to Saudi Arabia that has been communicated and is supported by sound arrangements is good evidence for this question.

I. Do you have a formal Safety Management System (SMS) detailing the HSE arrangements?

A SMS demonstrates that the contractor understands that the commitment stated in a HSE Policy needs a mechanism to meet the objectives stated. The SMS must be specific to the organisation and should detail all roles, responsibilities, policies, procedures and suitable guidance.

A well thought out SMS with all of the required elements to meet HSE objectives that have been reviewed regularly with evidence of continual improvement.

J. Do you have a Health & Safety Committee? If Yes, please give details of structure and agenda?

The answer to this question will show if the contractor understands that communication is a key element to successful HSE management and that they regularly meet to discuss HSE issues.

A HSE Committee meeting structure, agenda and where possible evidence of minutes of meetings are all good evidence.

K. Who is the competent person for the organisation?

Best practice states that a person should be nominated from within an organisation to be the competent person and that they should have the relevant skills,

A suitable individual should be evident as the competent person and that competence can be measured in the answer given in Question L.



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Item Question Examples of Good Responses Examples of Good Evidenceknowledge and qualifications to carry out the function.

L. What formal HSE qualifications do they have?

This question supports the previous one by ensuring the contractor backs up their claims to having a competent person with supporting evidence of background, skills and qualifications.

A good level of competence would depend on the size of the organisation and the service provided in terms of risk level. It would be good evidence to see NEBOSH Certification or Diploma, British Safety Council International Diploma, OSHA Certification or any other recognised qualification in accordance with the size and nature of the organisation. NOTE: Checks should be made to verify all qualifications and bear in mind that qualifications can be bought off the internet nowadays, so careful and thorough checks are required.

M. How many HSE Personnel do you employ, please give details including qualifications?

As mentioned above, the contractor must demonstrate that they have sufficient competently trained safety personnel to supervise, monitor and manage any HSE hazards and risk associated with the contractors’ business.

Safety personnel to cover every aspect of the organisations business with relevant qualifications and background. NOTE: Ensure that the numbers stated can be verified and that there is a commitment to providing the numbers required when carrying out the work on site.

N. Has the company ever been prosecuted or subject to police investigation for health and safety matters?

This question speaks for itself as any organisation that has been prosecuted must be able to indicate that all the relevant steps have been taken to prevent any reoccurrence and strengthen their systems.

A prosecution does not necessarily mean that a contractor should be rejected, but clearly good evidence is required regarding the incident to show that they have taken the right action, are certain that this will not happen again and that it was dealt with in a timely manner. Look for evidence of investigations, management meeting minutes, action plans, lessons learnt etc, etc.

O. Do you have suitable insurance and have you complied with any insurer

All contractors need to provide an up-to-date insurance policy for workers, professional and public

Copies of Insurance Policies that are in date and can be verified accordingly.



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Item Question Examples of Good Responses Examples of Good Evidencerequirements? liability where appropriate.

P. Do you subscribe to any industry or safety related organisations?

Committed organisations should be interested in industry best practice, innovations and safety alerts and as such this question prompts the contractor to provide evidence of this assurance.

Membership details, industry journal subscriptions, technical indices subscriptions etc, etc.

Q. Are you a member of a recognised industry or HSE specific organisation i.e. IOSH, IIRSM etc?

As above. As above

R. Where do you gain access to up to date health and safety information and best practice guidance?

As above and this question also forces the contractor to provide evidence that they are able to go to the right place to get the right information as required.

As above and HSE Websites (Health & Safety Executive, OSHA, KSA Government, BSI, ISO, OHSAS etc, etc), HSE Consultants and other external HSE support providers.

S. How often do you review your HSE arrangements and ensure up-to-date compliance?

This is an important question as many contractors rely on generic information, documentation and procedures as evidence of competence, this questions looks at up-to-date specifics regarding their HSE management review.

HSE Policy reviewed within the last 12 months, HSE Documents that have a logical numbering format with evidence of regular revision and where possible details of future HSE objectives in a HSE Plan backed up with Management Review Meeting minutes.

T. How do you communicate your Health and Safety Policy, arrangements and procedures to your employees?

It is important to establish that the organisation communicates with all interested parties regarding their HSE arrangements and this question asks them to show a clear understanding of this element.

HSE Employee Handbook, Toolbox Talks and HSE Induction Training Records are good forms of evidence.

U. Do you provide your employees with health and safety training?

This question prompts the contractor to provide information that would indicate that they recognise the importance of keeping their employees well trained in HSE matters.

HSE Training Needs Analysis (TNA), HSE Training Programme, HSE Qualification Certifications and Training Attendance Sheets etc.

V. Are you prepared to fund any HSE training required to meet the requirements of Marafiq’s SMS?

Some contractors may not be able to show that all their staff are appropriately trained and may have gaps in levels of competence. This question allows Marafiq to establish gaps and be

Evidence that the organisation has a budget set aside for HSE training would be good evidence for this element.NOTE: This information should be fed back to the Contracts Department to ensure that any training required is



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Item Question Examples of Good Responses Examples of Good Evidencecertain that the contractor is willing to financially support any shortfall in their training provision.

detailed in contract documents.

W. How do you review and measure your health and safety performance?

The answer to this question is an indicator that the contractor that they must show that when they carry out their work, they appreciate that the HSE performance is as important as completing the work to a standard, on time and within budget.

HSE Key Performance Indicators, HSE Statistics, Positive HSE Indicators (inspections, audits, toolbox talks etc) and Negative HSE Indicators (accidents, incidents, first aid cases, near misses, non conformance etc).

X. Do you have safety rules for work activities?

It is important that the contractor can show that they have rules in place to indicate to their workers the expectations of the organisation and that non conformance is unacceptable.

Site Rules Book, Site Induction Evidence, Disciplinary Procedures etc, etc.

Y. Can you provide Marafiq with a HSE Plan for company activities or previous work?

A HSE Plan will provide Marafiq with complete documentary evidence of how the organisation has managed HSE during previous work activities.

Well structured HSE Plan which indicates both generic and specific aspects as appropriate and shows a clear understanding of the hazards and risks involved with suitable systems and control measures in place

Z. Provide worked examples of the following: -

Risk Assessment (specific)

Method Statement (specific)

Inspection Report (specific)

This question should prevent the contractor from relying on generic documents to demonstrate competence and will give Marafiq a clear indication that they can adapt to real life specific situations.

All document provided should be dated appropriately, should look at specific areas/activities and should not be generalised in any way.NOTE: Be aware of general statements such as ‘All Staff’, ‘Whole Site’ etc and look for specifics such as ‘Night Shift Workers’, ‘Chemical Store’ and other detailed information.

AA. Provide worked examples of HSE Inspections carried out by your HSE personnel?

Marafiq need to know that the contractor is capable of inspecting a work area, asking the right questions, looking for the right things and taking appropriate action in a timely manner.

Good evidence would be a comprehensive Inspection Checklist that captures the findings, records the right information, identifies appropriate action, designates responsibility for the action, sets a timescale for completion and has a facility to close out the action. The inspection should be



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Item Question Examples of Good Responses Examples of Good Evidencecompleted by an appropriately trained and competent person.

BB. Provide detailed information of the accidents and incidents in the last 3 years (include statistical records).

The answer to this question will give Marafiq a guide as to the health and safety performance of the organisation and indicate any deficiencies or trends in a particular area that may need further attention or investigation.

Realistic statistical evidence that takes into account all aspects of the reporting system and includes sub-contractor performance in the statistics where relevant.NOTE: Question where the evidence indicates an accident/incident free organisation as there may be under reporting or a ‘blind eye’ approach to reporting.

CC. What is your organisations procedure for reporting, recording & investigating accidents & incidents?

This is a follow up question to Question BB and the answer can be used to support further questions, investigation or referral.

Incident Report Forms, Accident Books, First Aid Records, Investigation Reports and other related evidence.NOTE: Do not just accept evidence, scrutinise the detail included.

DD. Provide details of your First Aid arrangements including training provider information?

Any good contractor will have arrangements in place to deal with First Aid.

List of First Aid Trained Staff, TNA &Training Plan (including First Aid), First Aid Boxes and First Aid Training Certificates.

EE. Provide details of your Emergency Arrangements when on a client’s site?

All good contractors will have arrangements in place to deal with emergencies.

Emergency Evacuation Procedure, Emergency Planning Procedure, Fire Warden Lists, Fire Training Records, Emergency Structure Plan etc, etc.NOTE: Ensure that the organisation has identified all likely emergency situations and have procedures and plans in place.

FF. Do you or any of your sub-contractors use hazardous materials? If Yes, provide details and precautions

Marafiq need to know the detail regarding any dangerous or hazardous substance that may be brought onto site. This will allow the management to decide the suitability and acceptability of the proposed substances and whether the contractor can manage the substances safely.

Register of Chemicals/Substances, Material Safety Data Sheets for all chemicals/substances, COSHH Risk Assessments and Safe Systems of Work for their use.

GG. Do you use equipment that could present a risk during work activities? If Yes, provide details and precautions

Marafiq need to know the detail of any equipment that may be brought onto site that may present a hazard or risk. This will allow the management to decide

Equipment Register, Statutory Inspection Records, Test Certification, Planned Preventative Maintenance Records, Competent Operator Licences,



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Item Question Examples of Good Responses Examples of Good Evidencethe suitability and acceptability of the proposed equipment and whether the contractor has the systems in place to manage the equipment safely.

HH. How do you ensure the competence and suitable of health and safety performance of sub-contractors?

It is just as important for Marafiq to know how a contractor selects their own sub-contractors to ensure the level of competence is not being compromised in any way as these workers may soon be on the sites.

Contractor Selection Procedure, Pre-Qualification Questionnaire and evidence of careful scrutiny of the sub-contractors background and competence.



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