Safety and Health Management System

5-STAR
Procedure No: OHS-PR-02-22
Procurement and Contractor Management
ISO 45001 Clause 8 (8.1.1/8.1.2/8.1.4/8.1.4.2/8.1.4.3)

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 TABLE OF CONTENTS

1 Purpose .....................................................................................................................3
2 Scope .........................................................................................................................3
3 Definition and Acronyms ............................................................................................3
4 Responsibilities ..........................................................................................................4
5 Implementation Requirements ...................................................................................5
6 Performance Requirements .......................................................................................18
7 Reference Documents .............................................................................................18
8 Appendices ................................................................................................................18

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 1 Purpose
The purchasing, hiring, leasing of plant, equipment, materials and substances and
use of contractors and other vendors has the potential to introduce hazards and risks
into the working environments, thus this procedure is to ensure compliance with
health, safety aspects related to the above by ensuring that there are adequate
controls to eliminate or mitigate risks and by minimising the likelihood of introducing
new hazards into the workplace by these services.

2 Scope
This Procedure outline the controls for the purchasing of materials, general
equipment PPE, contract vendors, the installation of new plant equipment and
maintenance of present plant equipment and the safety control of contractors in in
Saudi Electricity Company and Subsidiaries.

3 Definition and Acronyms

Bid (or Proposal): Means the Commercial Proposal and the Technical Proposal, if
any, of a bidder for a particular contract, change order or contract amendment.
Chemicals: Hazardous substances with toxicological properties that is hazardous to
people's health, e.g. toxic, corrosive, irritant, carcinogenic or mutagenic. May be
classed as dangerous goods because they may be explosive, oxidizing, flammable
or corrosive.
Company: Means the Saudi Electricity Company (SEC) or any of its entities.
Contract (or Agreement): Means the documentation of the terms and conditions
that the parties mutually understand and intend to use to govern their respective
rights, duties and obligations for performance of the work.
Contract Proponent: Means the SEC Department requesting the procurement of a
contract/amendment or Change Order.
Contract (Project) Management: Means the department that will be responsible for
the administration or implementation of the contract.
Contract Proponent Representative: Means the authorized representative of the
Contract Proponent who is tasked with coordinating with relevant departments and
contractors.
Contractor(s): An individual or a company carrying out work under a written or
verbally agreed contract for a SEC.
Hazard: A source or situation with a potential for harm in terms of injury or ill health,
damage to property, damage to the workplace environment, or a combination of
these.
OHS Plan (Loss Prevention Plan): The definitive plan, including any interface
topics, which sets out the complete system of OHS management for a particular
contract.
OHS: Occupational Health and Safety.
Hazard Identification and Risk assessment (HIRA): Process of evaluating the
risk(s) arising from hazard/aspects(s), taking into account the adequacy of any

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 existing controls, and deciding whether or not the risk(s) is acceptable.
SEC: Saudi Electricity Company.
Note: The words “shall” and “must” in this document indicate mandatory
requirements. The word “should” indicates a preferred approach.

4 Responsibilities
4.1 Managers, Project Managers and Contractors (Responsible Persons)
4.1.1 Ensure compliance of this procedure in accordance with SEC Contracting
Manual.
4.1.2 Ensure that local policy and procedures, within their area of control, which
address contractor management procurement or purchasing, shall be
cross-referenced to this procedure and SEC Contracting Manual 3rd
Edition and Supply Chain & Contracts Materials Sector Guide.
4.4.3 Conduct regular reviews of the procurement program to verify adherence
to SEC standards.
4.1.4 Ensure that all persons who may request contractors/vendors services
and materials or plant purchases are aware of this procedure.
4.1.5 Responsible for the composition, dissemination, implementation and
compliance of general contractor regulations for OHS and loss prevention
and on-site behaviours.
4.1.6 Conduct monthly evaluation of contractor Loss Prevention Plan OHS
compliance implementation and non-conformance’s violations.
4.1.7 Action, record and report OHS non-conformance violation to Contract
Proponent Representative and follow-up on action taken.

4.2 Industrial Security Department OHS

4.3.1 SEC Safety Engineers are responsible for educating Project Managers
and other applicable persons in the application of this procedure.

4.3 Material and Contracts Sectors

4.3.1 Providing consultation and adequate resources for the implementation
and effective operation of the OHS purchasing, hiring, leasing, tendering
and contracts system.
4.3.2 Ensuring the OHS purchasing, hiring, leasing, tendering and procedure is
being correctly implemented, regularly monitored and reviewed.
4.3.3 Providing suitable and adequate information and training to ensure
adherence to the OHS purchasing, hiring, leasing, tendering and
contracts procedures.
4.4.4 Ensuring OHS considerations are included and maintained in the
purchasing, hiring, and leasing, tendering and contracts process.
4.4.5 Ensuring penalties are applied to contractors for OHS Non-conformance
violations as per Appendix 1 in Contracting Schedule A, and inform the

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 appropriate business line manager of the action taken.

5 Implementation Requirements

Contractor/Supplier and Vendor management is a necessary and continuous

process that begins with an initial assessment of the capability to share and carry out
Company’s OHS policy in a perspective of mutual improvement and involvement in
achieving Company objectives.

Properly qualified vendors and suppliers shall be identified and preferred

suppliers/vendors shall be used whenever possible as per the SEC Contracting
Manual 3rd Edition requirements.

5.1 Materials, Plant and Equipment Procurement

Purchase of substandard materials and equipment compromises asset integrity
and can adversely affect safe, reliable operations. To address this concern, the
materials procurement program shall ensure that:
• Equipment and products are properly specified and potential OHS
hazards are evaluated by adherence to this procedure.
• Ensuring all materials brought onto site have undergone a risk
assessment utilizing the risk assessment OHS-PR-02-02-Hazard
• Identification and Risk Assessment (HIRA);
• Purchase specifications for goods and equipment shall account for
occupational health and safety legislation, appropriate SEC OHS
procurement specifications, codes, guidance and standards.
• Quality assurance processes are applied during manufacturing, inspection
upon delivery, and inventory management.
• Data and supplier failure rates will be reviewed and reported to Supply
Chain Management to be considered in the identification and selection of
future vendors.
• Management reviews of the materials procurement program will be
conducted annually to drive improvement.
• When items are purchased outside the purchasing system the supplier is
to be provided with details of any OHS requirements or risk control
measures in writing. This may include OHS requirements listed on either
of the following:
a. purchase order.
b. via a completed risk assessment, or
c. a letter outlining specific specifications.

5.1.2 Post-Purchasing

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 Some purchased goods require further actions following delivery to the
store to properly document, prepare, store and train staff in their safe use.

5.1.3 Chemicals
5.1.3.1 Material Safety Data Sheets (MSDS)
A best practice a MSDS must be provided with the first delivery of a
hazardous substance and at any other time when requested. A MSDS for
all substances should be made available to users. It is valid for five years.
(Refer to procedure OHS-PR-02-18 Hazardous Substance Management).
• Check the MSDS before purchasing. Review the risks associated
with use and whether appropriate controls can be put in place. Can a
less hazardous substance be substituted?
• Add substances to the MSDS / hazardous substance register which is
available in each work site or office after purchasing, where relevant.
Staff shall read the MSDS prior to use of the substance.
• Review whether there are adequate, safe storage facilities available
prior to purchase.
• Check if the use of this substance requires any special training.
• Should users be medically monitored?
• Is all appropriate personal protective equipment (PPE) and clothing
available (e.g. if nitrile or PVC gloves are required instead of latex).
• Check if there is appropriate firefighting equipment and is capable to
be used.

5.1.3.2 Labelling
When substances arrive at the work location, check the label identifies:
• The substance and strength, safety and risk phrases, Dangerous
Goods packing group, Dangerous Goods class, storage and handling
requirements, and emergency advice as shown below must be on the
container.
Note: not all chemicals require this information to be listed.

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 5.1.3.3 Receiving Chemicals
The person accepting the delivery should ensure that:
• The product is the correct substance as ordered and the packaging
is free from contamination.
• Delivered chemicals have clear labelling (as above) and damaged
packages are returned to supplier.
• They understand how to respond to emergency incidents during
loading and unloading of hazardous substances and Dangerous
Goods.
• All equipment required, including personal protection equipment
(PPE), is available and used.
• Acceptance documents are signed by the supplier, deliverer and the
receiver.

5.1.4 Plant and Equipment

When introducing any new equipment into the workplace, it could have
adverse impacts on personnel, existing working practices and the
environment.. This is a good time to review whether the new item alters
known hazards or introduces new ones. In addition to preparing a Job
Safe Work Practice (JSP) for new items, existing JSA’s may be affected
and require revision.

When new plant or equipment is purchased or modifications are made to

existing plant or equipment, it must be assessed for OHS considerations
and where applicable the specifications and relevant standards for that
product must be included with the purchase order.

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 5.1.4.1 Machinery/Plant and Equipment
• Purchase orders are to specify the related materials and services
that must be provided, for example operators manuals, installation,
maintenance and training.
• Material and installation specifications must be drawn up for each
section of plant / equipment for which an appropriate standard can
be found.
• Electrical hardware and components should be selected so they may
be appropriately isolated and locked out as required.
• Ensure equipment purchased have all isolators, fuses, switches,
emergency stops, indicators, guards and electrical components
clearly identified. Check the marking identifies the function of these
parts and which component or devices they control.
• In some areas there may be an increased fire risk due to the
presence of flammable gases, liquids, powders or dust, so consider
whether installation of equipment creates an ignition source.
• All plant must conform to the relevant safety standards. Maintenance
will increase manual handling risks. Plant and machine guarding
must be present and compliant with standards.
• Plant may require licensing or registration of design.
• New equipment should be added to the register of plant items and
details of inspection dates, maintenance schedules, expiry dates of
registration certificates and other relevant information should be
entered into relevant documents.
• Key points to consider when purchasing equipment that may be
noisy and potentially impact on hearing and/or produce noise levels
that constitute an environmental hazard are:
o Compare noise levels between different products available (if
the same test standard has been used) and, if practical and cost
effective, purchase the equipment which emits less noise. Prior
to purchasing, consider if there is a quieter way of performing
the task with different tools, e.g. before buying a pneumatic
impact wrench consider the various hydraulic and torque-
controlled units available.
o Request noise level data from the manufacturer. If equipment
purchased still emits noise above 85dBA or a peak level of
140dBA, review noise control measures.
o Consider engineering controls such as the installation of
acoustic absorption in the work area, administrative controls
such as reduce working time in the area for staff and provide
hearing protection with the correct attenuation.

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 5.1.4.2 Workstation Furniture
Computers
Key points to consider when ordering new computers:
• The design of computer peripherals i.e. mouse, keyboard and
monitor in relation to the end user whenever possible.
• Laptops are not recommended for extended use in office situations.
If a laptop is to be used in the office and when travelling, it is
recommended that a docking station with separate monitor and
keyboard be available for use in the office.
Chairs
Key points to consider when ordering new ergonomic chairs (or stools):
• Stable base (5 legs).
• Adjustable seat height (gas lift).
• Padded backrest to provide lumbar support.
• Adjustable backrest height and angle.
• Adjustable seat angle.
• Seat sloped at the front to prevent thigh compression.
• Chairs/stools for laboratories to be made of nonporous materials
Desks/Benches
Key points to consider when ordering new desks or benches:
• Optimum desk/bench height varies with the type of use. Standing /
precision work or writing requires a surface at elbow height.
Standing / non-precision or heavy work requires a surface at hip
height. Seated work generally requires a surface at elbow height.
• Additionally, the width and depth in relation to equipment to be used
must always be considered.
• Furniture should have rounded edges.
• Consider if lockable wheels are required for moveable furniture,
especially trolleys.

5.1.5 Personal Protective Equipment (PPE)

PPE is a standard store item and PPE have previously been approved
through a SEC PPE Selection Committee.
For further referencing of the PPE guidelines for the selection and use of
Personal Protective Equipment, refer to procedure OHS-PR-02-14
Personal Protective Equipment Management and SEC PPE Specification
2017 Document OHS-SP-02-01.
Any purchase outside of these PPE items or specification must be
approved by the responsible department manager in consultation with the
regional Industrial Security Department (OHS) Manager.

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 Contractors when tendering for work packages and construction projects
must be made aware of the SEC PPE specification requirement and shall
make provision of costing in their bid document to ensure they meet the
SEC requirement or international equivalent criteria for such PPE.
Substandard PPE will not be allowed on SEC facilities, sites and projects.

5.2 Contractor OHS Management

Contractors and sub-contractors play a substantial role within SEC Company.
Records and safety statistics have generally indicated that contractors’
employees are involved in incidents more frequently than are SEC employees.
They may be less familiar with site-specific hazards than are the company’s own
employees.
For the above reasons it is particularly important to consider how the OHS
Management System (OHSMS) of SEC is interfaced with that of its contractors
and their sub-contractors. Everywhere in SEC, the need to adopt contractors is
a normal practice for maintenance, repairs, installation, construction, demolition
and many other jobs and sometimes more than one contractor is needed at the
same time in a site.
SEC Contract Holders and Project Managers shall ensure that a comprehensive
Project OHS Loss Prevention Plan is implemented for each Contractor working
at SEC, or on behalf of SEC or at remote sites. Contractor OHSMS shall be
implemented in this context the following requirements shall apply.

5.2.1 Contractor’s OHS Management System

Every Contractor engaged to work for or provide services for SEC
Company, shall have its own OHS Management system (OHSMS) whose
requirements are equivalent to, or exceed, but are compatible with those
of SEC. It is preferable if the Contractor’s OHS Management system or
parts of it are certified to an internationally recognized standard
assessment series (e.g. ISO 45OO1:2018 for the Health and Safety).

As a minimum, the Contractor’s OHS management system shall address

the following main elements of an OHSMS:

a. Leadership and commitment

The system shall define how senior management sets personal
examples, demonstrates involvement /participation, and
communicates to employees, on OHS.

A OHS Rule Book defining the standards, procedures and behaviours

required for the Contractor to perform work on the job site safely shall
be

b. Policy and Strategic Objectives

Contractor senior management shall define and document its OHS
Policy and strategic objectives. The OHS policy of a Contractor is a

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 statement of intentions and principles of action and expresses the
vision of the Contractor in OHS matters. OHS strategic objectives are
a description of the OHS performance the Contractor shall achieve
based upon the Contractor's vision on OHS. The Contractor shall
have OHS Policy and strategic objectives that:
 Are relevant to the organization’s activities, products and services.
 Are consistent with, and are of equal importance to its other
business policies and strategic objectives.
 Are readily available to the organizations staff and all concerned
parties.
 Commit the Contractor to meet or exceed all relevant regulatory
and legislative requirements.
 Are consistent with those of SEC Company.
 Commit the Contractor to reduce the risks and hazards to health,
safety and the environment to levels which are as low as
reasonably practicable.
 Provide a framework for setting and reviewing OHS objectives
and targets that commit the Contractor to continuous efforts to
improve OHS performance.

d) Organization, responsibilities, resources, standards and

documentation
 Contractors shall define the responsibility for developing and
maintaining the OHSMS and for establishing OHS accountabilities
at each level of the organization.
 OHS competency levels shall be defined and training provided to
ensure that all employees are aware of, and understand, the OHS
Policy, OHS management, legal and other requirements, as well
as their individual roles and responsibilities with respect to OHS.
 OHS shall be the responsibility of line management at all levels of
the Contractor’s organization, and it shall not be delegated to
OHS Advisers.
 Set standards must be documented and communicated to
facilitate consistent application and auditing.

e) Hazards and Effects Management

The OHSMS shall describe how hazards and effects are to be
identified, assessed, controlled and how recovery in the event of loss
of control will be carried out. It shall also describe how the adequacy
of existing controls is evaluated and additional methods for managing
/ minimizing the OHS risks are identified and implemented. Risk
assessment and Work Method Statements shall be as per the
requirements and methodology of SEC procedure OHS-PR-02-03
Hazard Identification and Risk Assessment.

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 f) Planning and Procedures
 As part of its OHSMS, the Contractor shall have OHS plans that
describe how the controls for the hazards and effects
management are implemented.
 The plans should allocate sufficient human, physical and financial
resources toward improving OHS performance.
 The Contractor shall also have and use a comprehensive set of
procedures such as change management procedures, incident
management procedure, and emergency response procedures.
Procedures and work instructions are required to ensure that
activities and tasks are carried out in a manner that meets
specified standards.
 The Contractor shall maintain procedures to ensure that OHS-
critical facilities and equipment which it designs, constructs,
procures, operates, maintains and/or inspects are suitable for the
required purpose and comply with defined criteria.

g) Implementation and Monitoring

 Contractor shall adopt a structured approach and ensure that
activities and tasks are always conducted according to
procedures and work instructions developed at the planning stage
(or earlier) and in accordance with OHS policy.
 It shall define how OHS performance is monitored, recorded, the
criteria for measuring OHS performance and how corrective
action is taken.
 Performance monitoring should include both leading indicators
and reactive (lagging) indicators. Communication and consultation
on OHS as well as document and data control shall be in a
accordance with SEC requirements. Competent personnel shall
be used to execute all tasks.

h) Audit and Management Review

 Contractor shall define the basis for OHS auditing and
management reviews of the effectiveness of the OHSMS or part
thereof.
 There must be audit plans, protocols for conducting the audit,
reporting of findings, and tracking of recommendations for
improvement.
 Contractor Management shall at intervals, review the
effectiveness and suitability of the OHSMS. Such reviews shall be
fed back to improve OHS policy and objectives, organization and
resource allocation, and overall OHS performance.

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 5.2.1.1 Management of Sub-Contractor OHS
The Principle Contractor shall be responsible and held
accountable for the OHS performance of their sub-contractors.
They shall submit to the Contract Holder, the list of all sub-
contractors to be engaged in the execution of the work or services
and shall ensure that sub-contractors are competent and comply
with all SEC OHS requirements as well as relevant Saudi laws
and regulations. The Principal Contractor shall also be required to
demonstrate that OHS management and control in each sub-
contractor organization meets SEC expectations.
If the contractor/sub-contractor needs to perform a sub-task
requiring temporary rental of some auxiliary equipment, the
contractor/sub-contractor is responsible for this supplier until it is
completed task either inside or outside the company's sites , Such
as the rental of Concrete barriers in the excavation that require
lifting operations.

5.2.2 OHS Pre-Qualification

SEC shall carry out OHS pre-qualification of potential tenderers as per the
requirements of SEC Contracting Manual 3rd Edition, to determine in
terms of OHS, their suitability or otherwise to tender for and be awarded a
contract. The Contractor pre-bid (pre-tender) document is available to
potential bidders on the SECWEB-Site in the Supply Chain portal and the
Pre-Qualification Questionnaire (Refer Appendices 1 - Contractor OHS
Pre-Qualification Form 1) shall be completed fully by the contractor.

As minimum the following shall be included within the tender

documentation for a project:

 Detailed scope of work;

 Known OHS Hazards and Risks; and
 Pre- Bid OHS Specification & Contractor Safety Plan Alignment
Document.

The main purpose of providing this information is to ensure that all parties
who are tendering for the project are fully aware of all the significant risks,
any restrictions that are to be placed on them whilst working on the
project and o the minimum OHS requirements/systems they shall have in
place for the duration of the contract.

The Contractor shall make available all necessary OHS information

requested to aid the pre-qualification. In addition to the submitted
information, SEC shall make use of past OHS performance information
that may be available in its database, concerning that particular
Contractor, to reach a decision.

Prequalification is a mandatory requirement for all those who wish to work

for SEC. Contracts can only be awarded by SEC to pre-qualified

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 contractors.

When the completed prequalification questionnaire along with attachment

is returned by the contractor, the supply chain department will forward the
same to the SEC Industrial Security Department OHS representative for
its assessment on the contractor.

Note: Only bids that are accompanied by the completed Pre-bid OHS
document should be considered

5.2.2.1 Preliminary Contract OHS Plan

Contractor shall develop a Preliminary Contract OHS Plan as part of its
tender submission to demonstrate that all hazards associated with the
work or services have been identified and that adequate control and
recovery measures have been determined. The Preliminary Contract OHS
Plan shall cover the contract phases from mobilization through execution,
de-mobilization and site restoration, and clearly indicate the specific
procedures and standards to be followed during each phase of the
contract. In its Preliminary Contract OHS Plan the Contractor shall:
 Describe its OHS Management System;
 Demonstrate its full understanding of the statement of OHS
requirements for the contract;
 Demonstrate that it has independently identified and assessed the
hazards / risks anticipated during the execution of the contract;
 Set OHS objectives and targets for the contract with the overall aim to
ensure no harm to people, assets, and the environment.
 Describe how it will manage the specific hazards / activities
anticipated during the execution of the contract;
 Describe how compliance with SEC’s requirements will be measured
and achieved.

5.2.2.2 Contract OHS Plan

If awarded the contract, the Contractor shall, after a complete detailed
analysis of all hazards, develop a detailed Contract OHS (Loss
Prevention) Plan by updating its Preliminary OHS Plan, and correcting
any errors or deficiencies that have been identified. In its Contract OHS
Plan the Contractor shall:
 Update the information in its Preliminary Contract OHS Plan as
required;
 Incorporate the information from its detailed hazard assessment;
 Identify all OHS-related activities to be performed during the contract,
including the identification of action parties and specification of
completion dates;
 Provide the number of OHS Advisers to be employed on the contract,

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 including a description of their roles, responsibilities and deployment;
 Provide a description of Contractor’s OHS audit, inspection and
monitoring programs for the contract, including the time frame
deviations must be corrected by;
 Include OHS training/competency matrix;
 Include occupational health and medical fitness programs;
 Include specific security regulations pertaining to work within the work
area in which the job is located.
 Include detailed emergency response plan; and
 Include Work Method Statements and Risk Assessments detailing
how various activities and tasks involved in the contract will be
carried out safely and in an environmentally sound manner.
Contractor shall have written formal procedures in place that ensure that
all OHS hazards and effects relating to the work or services are identified,
the risk assessed, and controls and recovery measures put in place.
Following the award of a contract, Contractor shall submit to the SEC
Contract Holder the Curriculum Vitae of the personnel he wants to appoint
to manage OHS on the project such as OHS Officers and Contractor Site
representatives. SEC shall review the submitted CV’s and interview the
OHS Officers to determine their suitability for the intended roles.

5.2.3 Pre-bid Site Visit and Meeting

When required the Project Owner and Supply Chain shall arrange pre-bid
site visit and meeting for all bidders in order to clarify scope of work, risk
profile, and the minimum OHS requirements, and project specifics such
as location, timelines, milestones, quality and responsibilities for human
and material resources.

5.2.4 OHS Kick-Off Meetings

Following award of the contract, SEC project manager shall hold a Kick-
off meeting with the Contractor to, amongst other things, discuss OHS
pre-execution requirements (including deficiencies in the Contract OHS
plan that need to be addressed) and to confirm Contractor full
understands of the OHS risks and his capability to effectively execute the
OHS plan. ISD engineers shall be involved in this meeting.
Any amendments required in the OHS Loss Prevention plan shall be
discussed. It shall be contractor responsibility to ensure all the feedback
and comments made by SEC OHS and project owner are duly addressed
and revised OHS Plan is submitted for approval. Only after approval of
OHS plan, contractual agreement shall be signed and contractor shall be
allowed to mobilise.

5.2.4.1 OHS Induction

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 Contractor shall ensure that all its employees including those of sub-
contractors undergo an SEC OHS induction or orientation before being
allowed to work on SEC location. Contractor shall ensure that all their
employees have the Right to Refuse Work on Grounds of Safety ( refer to
Sub-Procedure OHS-PR-02-01B Right to Refuse Work on Grounds of
Safety). Contractor shall keep records showing that each employee has
attended The SEC OHS induction session and understood it contents. No
SEC ID card shall be issued to any contractor employee if they have not
attend a formal SEC OHS induction signed off by SEC training
department.

5.2.5 Mobilization/Pre-Start Meetings

Only after approval of OHS Loss Prevention Plan and contract
agreement, the contractor shall be allowed to mobilise the approved
resources as per site access procedure.
Contractor shall ensure that all its employees including those of sub-
contractors undergo an SEC OHS induction or orientation before being
allowed to work on SEC location. The induction shall include, amongst
other things such as specific contract and site OHS issues, the contents
of this document. Contractor shall keep records showing that each
employee has attended an OHS induction

5.2.5.1 Pre-Mobilization Inspections

Contractor shall make available its major equipment/plant such as earth-
movers and lifting equipment to enable concerned SEC approved
representatives to conduct pre-mobilization checks to determine the
suitability of the equipment for use in SEC operations and projects. Lifting
equipment shall be inspected, certified and verified in accordance with the
SEC procedure OHS-PR-02-19 Lifting Machinery and Lifting Equipment.
Only equipment and plant found suitable shall be allowed to operate on
SEC facilities or sites.

5.2.6 Pre-Execution Audit and Issuance of Work Commencement

Certificate
A Pre-execution OHS audit shall be conducted to determine whether or
not the Contractor has met all the pre-execution targets set in the contract
OHS specification, reflected in the contract OHS Plan and agreed in the
kick-off meeting.
If all the pre-execution OHS targets have been met a, work
commencement OHS certificate shall be issued jointly by the Contract
holder and concerned OHS representative indicating authorization for the
works/services to start.
No work shall be commenced on any SEC location without an approved
OHS work commencement certificate being issued. A copy of the
certificate shall be available at the worksite throughout the project or work
execution period.

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 5.2.7 OHS Performance Monitoring and Reporting during Contract
Execution
During contract execution, Contractor shall deploy adequate resources,
as determined by SEC, to implement and monitor implementation of the
approved Contract OHS Plan. Any proposed changes to the Contract
OHS (Loss Prevention)Plan shall be formally brought to the attention of
the SEC Contract Holder and OHS Representative for their review and
approval.
The Contractor shall submit periodic OHS performance reports weekly,
monthly, quarterly and yearly as appropriate. These reports shall consist
of both leading (proactive) indicators such as number of OHS
meetings/toolbox talks, unsafe acts/conditions, inspections/audits,
emergency response drills as well as lagging (reactive) indicators.
The reactive indicators shall include exposure hours, incidents and their
consequences such as fatality, lost time injuries, lost workday cases,
medical treatment cases, occupational illnesses, near-misses, total
recordable cases, and the relevant incident frequency rates as
determined from time to time by SEC project manager.
Sec Contract Owner will report on the Contractors Performance quarterly
to the Contracts Department using the reporting (Appendices 2 -
Contractor Performance Report).
A process shall be in place to formally recognize contractors and service
providers with the best OHS performance.

5.2.8 Demobilization and Site Restoration

Upon completion of the Work or Services, the Contractor shall de-mobilize
his equipment, facilities and personnel. Contractor shall restore, to the
satisfaction of SEC, the site including any SEC concession area and any
premises thereon used by the Contractor to perform the work or Services.
It shall include all waste management and disposal.

5.2.9 OHS Performance Reporting at Contract Close-Out

This phase requires conducting a joint evaluation of the contractor’s and
SEC’s OHS performance and to provide feedback to the contractor(s) and
SEC Contracts management that can be a reference for future work.
Refer to Contractor Compliance Audit Form (CPE-Form1).
Upon completion of the restoration of the site, the Contractor shall submit
to SEC its overall OHS performance report (End of contract OHS
performance report) covering the whole contract and highlighting
successes, lessons learned and areas for improvement.
SEC shall formally recognize service providers with the best OHS
performance annually.

5.2.10 OHS Non-conformance Management

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 A non-conformance is a failure to comply any part of the SEC OHSMS,
its Life Saving Rules (refer to Sub-Procedure OHS-PR-02-01A SEC Life
Saving Rules) and approved OHS (Loss Prevention) Plan. Contractors,
their sub-contractors and employees shall contractually comply with all
SEC OHSMS Standards, Guidelines, Procedures, Life Saving Rules and
Saudi Regulations. Non- conformance of these non-negotiable Life
Saving rules, OHSMS standards, guidelines, procedures, and regulations
is considered a serious violation may result in a controlled ‘Job/Task
Stop’ by SEC Industrial Security Department (ISD) representative or
Project Owner and subsequent issue of form OHS-PR-02-22-F05 OHS
Non-conformance Issue Form to the Contractor and is accordingly
defined and dealt with under the SEC Non-Conformance penalty system
for contractors. A Non-Conformance violation report is issued by SEC
Project Owner or his representative, reported to the, Contract Proponent
Representative when a OHSMS non-conformance and/or violation is
cited or reported. In such an instance a preventive action can be
implemented without the need for an associated corrective action.

6 Performance Requirements
6.1 OHS-STD-02-22 Procurement and Contractor Management

7 Reference Documents
7.1 SEC Contracting Manual 3rd Edition.
7.2 SEC Internal Procedures Manual Third Edition (February 2015).
7.3 SEC Guide to Materials Direct Purchase.
7.4 OHS-PR-02-22-F01 Safe Purchase Assessment Form.
7.5 OHS-PR-02-01 Leadership, Accountability and Responsibility.
7.6 OHS-PR-02-01A SEC Life Saving Rules.
7.7 OHS-PR-02-01B Right to Refuse Work on Grounds of Safety
7.8 OHS-PR-02-19 Lifting Machinery and Equipment.
7.9 OHS-02-07 Document Control.
7.10 OHS-SPEC-02-01 Pre- Bid OHS Specification & Contractor Safety Plan
Alignment.
7.11 OHS-PR-02-22-F02 OHS Site Rules.
7.12 OHS-PR-02-22-F03 Vendor Quarterly Compliance Inspection.
7.13 OHS-PR-02-22-F04 OHS Site Rule Book.
7.14 OHS-PR-02-22-F05 OHS Non-conformance Issue Form.
7.15 Contractor Compliance Audit Form (CPE-Form1).

8 Appendices

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 8.1 Appendices 1 - Contractor OHS Pre-Qualification Form

8.2 Appendices 2 - Contractor Performance Report

8.1 Appendices 1 - Contractor OHS Pre-Qualification Form

CONTRACTOR OHS PRE-QUALIFICATION

GENERAL INFORMATION

Company Name: Phone:

Email Address: Fax:

Street Address: City:

Province: Postal Code

Contact For Name Phone Email

Primary
Information:

OHS
Purposes:

COMPANY-SPECIFIC INFORMATION
Describe Services Performed: □ Original Equipment Manufacturer/
□ Construction Maintenance
□ Construction Design □ Project Maintenance Service Work
□ Maintenance (Janitorial, Clerical, etc.)
□ Original Equipment Manufacturer/Installer □ Manpower
□ Other _____________________________

Describe Additional Services Performed:

Major Jobs Completed (as Prime Contractor) in the Past Three Years: (References may be contacted)
Customer/Location: Customer/Location:
Type of Work: Type of Work:
Size SR: Size SR:

Customer/Location: Customer/Location:
Type of Work: Type of Work:
Size SR: Size SR:

Customer/Location: Customer/Location:
Type of Work: Type of Work:
Size SR: Size SR:

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 HEALTH AND SAFETY PERSONNEL
Highest ranking safety professional in your organization:
Name: Phone: Email:
Qualifications:

Do you have or will you provide (if required):

A part-time safety engineer / representative? □ Yes □ No
A full-time safety engineer / representative? □ Yes □ No
A part-time site safety engineer / representative? □ Yes □ No
A full-time site safety engineer / representative? □ Yes □ No

If applicable, on-site safety representative:

Name: Phone: Email:
Qualifications:
Have you been cited, charged, or prosecuted for any OHS non-compliance or environmental offences in
the last 3 years? □ Yes □ No
If you answered ‘yes’, please explain:

HEALTH AND SAFETY STATISTICAL /PERFORMANCE INFORMATION

3 Year Performance Information 20.. 20.. 20..
Number of fatalities?
Number of lost time (LT) incidents?
Number of days lost?
Number of first aid injuries?
Number of medical aid (MA) injuries?
Total exposure hours (total man hours) worked?
Total Recordable Incident Frequency (TRIF)?
TRIF = (MA + LT) x 200,000
Exposure Hours Worked
Lost Time Incident Frequency (LTIF)?
LTIF = LT Incidents x 200,000
Exposure Hours Worked
Severity Rate?
Severity Rate = LT days x 200,000
Exposure Hours Worked

LOSS PREVENTION (OHS) PROGRAM

Do you have a written Loss Prevention Program? □ Yes □ No Date Updated:
_____________
Does the program address the following key elements? Please provide reference information in your
Loss Prevention (OHS) Manual.
Accountabilities and Responsibilities for managers, supervisors □ Yes □ No Section: ___________
and workers? Page: ___________
Employee participation? □ Yes □ No Section: ___________
Page: ___________

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 Health Insurance and Occupational Health Screening □ Yes □ No Section: ___________
Page: ___________
Hazard recognition and control (RA)? □ Yes □ No Section: ___________
Page: ___________
Management commitment and expectations? □ Yes □ No Section: ___________
Page: ___________
Supervisor and employee training? □ Yes □ No Section: ___________
Page: ___________
Health and safety orientation program? □ Yes □ No Section: ___________
Page: ___________
Right and responsibility to refuse unsafe work? □ Yes □ No Section: ___________
Page: ___________
Safety meetings and communications? □ Yes □ No Section: ___________
Page: ___________
Incident reporting and investigation? □ Yes □ No Section: ___________
Page: ___________
Company rules? □ Yes □ No Section: ___________
Page: ___________
Process for non-compliance with safety rules? □ Yes □ No Section: ___________
Page: ___________
Principal Contractor worksite inspection process? □ Yes □ No Section: ___________
Page: ___________
Emergency Preparedness and Response? □ Yes □ No Section: ___________
Page: ___________
Inspection, maintenance and use of personal protective □ Yes □ No Section: ___________
equipment? Page: ___________
Inspection and maintenance of tools and equipment? □ Yes □ No Section: ___________
Page: ___________
Substance Abuse Policy? □ Yes □ No Section: ___________
Page: ___________
Performance measurement and monitoring? □ Yes □ No Section: ___________
Page: ___________

Do you hold documented Health and Safety meeting for:

Employees? □ Yes □ No Frequency?
Field Supervisors? □ Yes □ No Frequency?
Supervisors? □ Yes □ No Frequency?
Subcontractors? □ Yes □ No Frequency?

Safe Work Practices and Safe Job Procedures:

Fall Protection? □Yes □No □ N/A Section: __________
Page: __________
Working at Heights? □Yes □No □ N/A Section: __________
Page: __________
Working Alone? □Yes □No □ N/A Section: __________
Page: __________
Hot work (i.e. lock-out/tag-out, welding, electrical, □Yes □No □ N/A Section: __________
dangerous atmospheres) Page: __________
Managing the control of hazardous energy? □Yes □No □ N/A Section: __________
Page: __________

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 Handling and transporting hazardous substances? □Yes □No □ N/A Section: __________
Page: __________
Confined Space entry? □Yes □No □ N/A Section: __________
Page: __________
Respirator Protection? □Yes □No □ N/A Section: __________
Page: __________
Hearing Protection? □Yes □No □ N/A Section: __________
Page: __________
Security and Traffic Control? □Yes □No □ N/A Section: __________
Page: __________
Excavations, trenching and ground disturbance? □Yes □No □ N/A Section: __________
Page: __________
Working near power lines? □Yes □No □ N/A Section: __________
Page: __________
Temporary work platforms? □Yes □No □ N/A Section: __________
Page: __________
Cranes, hoists and lifting devices? □Yes □No □ N/A Section: __________
Page: __________
Mobile equipment? □Yes □No □ N/A Section: __________
Page: __________
Portable Electric/Power Tools? □Yes □No □ N/A Section: __________
Page: __________
Unsafe Condition Reporting? □Yes □No □ N/A Section: __________
Page: __________
Scaffolding? □Yes □No □ N/A Section: __________
Page: __________
Working over or near Water? □Yes □No □ N/A Section: __________
Page: __________
Working on Energized line or equipment? □Yes □No □ N/A Section: __________
Page: __________
Heat Fatigue? □Yes □No □ N/A Section: __________
Page: __________

Inspections and Audits:

Do you conduct health and safety inspections? □ Yes □ No Frequency?
Do you conduct health and safety program audits? □ Yes □ No Frequency?
Are corrections of the deficiencies documented? □ Yes □ No If answer is ‘No’, please explain.
_____________________________
____________________________
Do conduct management reviews □ Yes □ No Frequency?
Site-Specific Loss Prevention (OHS) Plan:
Do you complete a Site-Specific Loss Prevention □ Yes □ No If answer is ‘No’, please explain.
(OHS) Plan for each of your projects? _____________________________
_____________________________

HEALTH AND SAFETY TRAINING

Do you provide health and safety orientation to new hires, to employees who return from □ Yes □ No
extended leaves of absence, and to workers whose positions change duties?
Does this process provide instruction on:
Company Safety Policy? □ Yes □ No

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 Assignment of responsibilities and accountability for safety? □ Yes □ No
Hazard Assessments? □ Yes □ No
Safe Work Practices and Safe Job Procedures? □ Yes □ No
Company rules (mandatory requirements and grounds for dismissal? □ Yes □ No
The Right to Refuse Work on Ground of Safety concerns? □ Yes □ No
Personal Protective Equipment use? □ Yes □ No
Maintenance of tools and equipment? □ Yes □ No
Incident and near miss reporting? □ Yes □ No
Emergency procedures? □ Yes □ No
Working alone? □ Yes □ No
Safety Meetings/Toolbox Meetings? □ Yes □ No
Right and responsibility to refuse unsafe work? □ Yes □ No
Substance abuse? □ Yes □ No
Reporting unsafe conditions? □ Yes □ No

Do you have a specific health and safety training program for Supervisors? □ Yes □ No
Do you understand the regulatory health and safety training requirements for your □ Yes □ No
workers?
Have workers received adequate health and safety training to safely do their job? □ Yes □ No
Are operator’s competent (i.e. experienced, licensed, certified) to operate the equipment □ Yes □ No
used?
Have your workers been trained to do the tasks they are required to do to accomplish □ Yes □ No
their job?
Do you verify understanding of training? □ Yes □ No
Please check all applicable training provided to your workers and supervisors:
□ First Aid □ Confined Space
□ Safe Trenching, Excavation & Ground Disturbance □ Safe Work Method Statement /SOP
□ CSTS (Construction Safety Training System) □ Tower Climbing
□ ESTS (Electrical Safety Training System) □ Principal / Prime Contractor
□ Principles of Health & Safety Management □ Leadership for Safety Excellence
□ Fall Protection Planning □ Emergency Response
□ Hazard Management □ Substance Abuse training
□ Other: _____________________
MANDATORY DOCUMENT REQUIREMENTS
In order to achieve Principal Contractor status for construction projects with Saudi Electricity
Company, all documents requested below must be provided ELECTRONICALLY on a flash
drive/memory stick along with this completed document.
DESCRIPTION ATTACHED
1. Attach a copy of your company’s formal, documented Loss Prevention Program Manual □
2. Attach a current company organization chart indicating the reporting structure of □
safety personnel.
3. Proof of Comprehensive General Liability insurance with limits of five million dollars □
($5,000,000) is required. Saudi Electricity Company may request higher limits
dependent upon project scope.
4. Hazard and Risk Assessments - 3 examples from past jobs (must be complete with □
hazards listed and appropriate controls).
5. Minutes of safety meetings – 3 examples from past jobs. □
6. Inspections – 3 examples from past jobs. □

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 7. Worker competency and training – provide examples of pertinent training □
8. Emergency response plan – one example from past job. □
9. Incident follow-up / Investigation – one example from past job. □
10. Certification of OHSMS - ISO 9001, ISO 14001, OHSAS 18001 □

By signing this document, I confirm that I have full authority to represent the company in all matters
relating to this OHS Prequalification and I verify the accuracy of the responses, statements and any
additional information submitted to process this application.
Senior Management Name Title Signature

Health & Safety Representative Title Signature

Dated this ________ day of ________________________, 20_______________.

For Saudi Electricity Company, ISD OHS Division Use Only

Date Received:
□ Approved – Principal Contractor Prequalification Accepted as Submitted – minimum standards met.
□ Approval Pending - Additional Information Requested on __________________ (describe):

□ Approved – Additional information received on ____________________ minimum standards met.

□ Not Approved – Did not meet minimum safety standards (describe):

Reviewed and Approved by OHS Representative(please Signature:

print):
Stamp:

8.2 Appendix 2 - Contractor Performance Report

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