Addendum E – HSE Bid Evaluation Questionnaire

Date Supplier Name and Number

[Insert Date] [Insert Supplier Name and Number]

Document Submission Instructions

All Submissions to structure in Folder and subfolders following the same numbering
structure with:
- a brief description (maximum half a page / bullet style) on the response referring to specific
document title and reference page / paragraph / diagram
- documents with the same naming reference (titles matching the brief discerption)
- follow Document Submission Map provided

Evidence
Document Title,
No Questions Document Description
reference page
& paragraph.
Detailed, written description
How will your company manage of how this will be done in
execution of this particular your documented HSE Plan
contract in such ways to meet our for the contract, with specific
1 high HSE performance and reference to the OpCo
behaviour expectations of your Contractual Scope of Work
staff, and that of your Sub- and HSE Requirements;
Contractors? also, your organisation’s
HSE Management System
Roles and Responsibilities
What will be the roles and
documentation (with HSE-
responsibilities of your Line
related aspects highlighted)
Supervisors (in particular), your
for your Line Supervisors and
2 Line Managers, and your HSE
Managers, and your HSE
Organization (HSE
Organization (HSE
Managers/Supervisors/Officers)
Managers/Supervisors/Office
in this process?
rs)
3 How has your staff been (and/or Relevant sections of your
how will your staff be) trained to documented HSE Plan for
reach the desired levels of HSE- the contract; plus,
related skills and competency in documented training plans,
their roles and responsibilities – content, and records for key
all levels (Helpers up to members of Contractor and
Managers)? (Note: this includes Sub-Contractor
the HSE management/leadership management, supervision,
competency expectations for Site workforce personnel related
Managers, Line Supervisors and to the project and tasks in
HSE Officers as detailed in the question
Scope of Work and the
Contractor HSE Requirements
documentation) – same question
applies to the staff of your Sub-

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 Contractors.
How will you ensure that the
appropriate members of your
staff (and the staff of your Sub- Relevant sections of your
Contractors) will become familiar documented HSE Plan for
with, and sufficiently the contract; plus,
knowledgeable on, the OpCo's documented training plans,
‘Safe Work Practices’ processes content, and records for key
4 and procedures, for instance: members of Contractor and
Permit to Work, Job Safety Sub-Contractor
Analyses (JSAs), Job Method management, supervision,
Statements (JMSs), Confined workforce personnel related
Space Entry, Hot Work, Working to the project and tasks in
at Height, Excavations, Lifting question
and Rigging, PPE, Electrical
Safety, etc.
Relevant sections of your
How will you ensure that all your
documented HSE Plan for
staff (and the staff of your Sub-
the contract; plus,
Contractors) assigned to the
documented training plans,
execution of this work/service will
content, and records for key
be fully informed about the TAQA
5 members of Contractor and
12 Essential Safety Rules and
Sub-Contractor
the potential consequences of
management, supervision,
non-compliance? – and that their
workforce personnel related
understanding of these rules has
to the project and tasks in
been validated?
question
What risk mitigation processes
will you deploy (integral with
those of the OpCo) to either
Your documented Risk
eliminate the identified risks and
6 Analysis/Assessment for the
hazards related to the Scope of
tasks/contracted jobs
Work, or at least reduce these
risks to a minimal/manageable
level?
What HSE performance
management processes will you
use for the execution of this
work/service (integral with those
Relevant sections of your
of the OpCo)? And to what
7 documented HSE Plan for
extent? – e.g., Safety
the contract
Observations, HSE Inspections,
HSE Audits, Incident
Investigations, Close-out of
Arising Corrective Actions, etc.
What meeting structure and
functionality will you deploy
Relevant sections of your
related to HSE performance
8 documented HSE Plan for
monitoring and improvement
the contract
(integral with that of the OpCo),
related to this Scope of Work?

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 What HSE performance ‘Reward
Relevant sections of your
and Recognition’ processes will
9 documented HSE Plan for
you use, related to this Scope of
the contract
Work?
What HSE-related KPIs will you
Relevant sections of your
use, and how will you use them,
10 documented HSE Plan for
to support your HSE performance
the contract
management?
How do you plan to meet any
specific staffing requirements
detailed in the OpCo Scope of
Work (related to, for instance, Relevant sections of your
11 specific skills and competencies, documented HSE Plan for
experience of similar industries, the contract
team stability, supervisor-and-
safety-officer to workforce ratios,
etc.)?
How do you plan to communicate
important HSE-related
Relevant sections of your
information to your work team(s)
12 documented HSE Plan for
when executing this work/service,
the contract
both task-specific and on a daily
and/or shift basis?
How do you plan to satisfactorily
manage any language/literacy Relevant sections of your
13 challenges/limitations your staff documented HSE Plan for
(and your Sub-Contractor staff) the contract
may have?
How do you manage the health
and welfare of your staff (24/7 in
Relevant sections of your
the case of staff living away from
14 documented HSE Plan for
home), about the expectations
the contract
detailed in the Contractor HSE
Requirements?
What HSE-related continuous
Document Programs /
performance improvement
15 improvement initiatives your
programs does your company
company has in place
have in place?
Include project specific hazard
16
identification and risk assessment

Document Submission Map

Folder 1 1 HSE Plan and approach

Sub 1.0 Brief Description
Sub 1.1 Supporting Documents
Folder 2 2 HSE Organization
Sub 2.0 Brief Description
Sub 2.1 Supporting Documents

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Folder 3 3 HSE Training and Competency
Sub 3.0 Brief Description
Sub 3.1 Supporting Documents
Folder 4 4 Induction/training plan on TAQA T&D HSE requirements
Sub 4.0 Brief Description
Sub 4.1 Supporting Documents
Folder 5 5 Induction/training plan on TAQA 12 Essential Safety Rules
Sub 5.0 Brief Description
Sub 5.1 Supporting Documents
Folder 6 6 Risk Management and reporting
Sub 6.0 Brief Description
Sub 6.1 Supporting Documents
Folder 7 7 HSE Performance Management Process
Sub 7.0 Brief Description
Sub 7.1 Supporting Documents
Folder 8 8 HSE Governance and Meetings Structure
Sub 8.0 Brief Description
Sub 8.1 Supporting Documents
Folder 9 9 HSE Rewards and Recognitions Schemes
Sub 9.0 Brief Description
Sub 9.1 Supporting Documents
Folder 10 1 HSE Key Performance Indicators
0
Sub 10.0 Brief Description
Sub 10.1 Supporting Documents
Folder 11 1 Resourcing and Scheduling - HSE perspectives
1
Sub 11.0 Brief Description
Sub 11.1 Supporting Documents
Folder 12 1 HSE Communication
2
Sub 12.0 Brief Description
Sub 12.1 Supporting Documents
Folder 13 1 Language and Literacy
3
Sub 13.0 Brief Description
Sub 13.1 Supporting Documents
Folder 14 1 Staff Health and Welfare
4
Sub 14.0 Brief Description
Sub 14.1 Supporting Documents
Folder 15 1 HSE Continuous Improvement Programs
5
Sub 15.0 Brief Description
Sub 15.1 Supporting Documents

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 Addendum G – Certificate of Understanding of Contractor HSE
Requirements

Contractor Pre-Award Meeting / Discussion on date:

(Attach relevant minutes of meeting to this document)
Contractor HSE Plan – Document No.
Tender Enquiry – Document No.

With reference to above, we hereby certify that we have fully understood OpCo HSE
Expectations for the contract.

We hereby certify that we will work to ensure complete compliance to HSE

requirement as per plan, conduct audit and verify adherence to the HSE requirements
and standards.

We have also understood consequences for violation to requirement and we will take
care so that such violations don’t occur at all.

Contractor’s Authorized Signatory

Name:

Signature:

Date:

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 Addendum K – Contractors’ HSE Plan Structure and Guidelines

Contractor-generated HSE Plans shall be fully focused on how the Contractor intends to
execute the work detailed in the subject OpCo Scope-of-Work for the contract, from a high-
performance HSE perspective.
On receipt of an ITT from an OpCo, a Contractor shall develop a detailed, comprehensive,
scope-of-work-specific HSE Plan for the work in question; and submit it to the OpCo for in-
depth review as part of the HSE aspects of the bid evaluation process. Following Contract
Award the Contractors HSE Plan will also be subject to close and continuous review (and
upgrade, if necessary) between the OpCo and the successful Contractor.
When the HSE aspects of the TAQA T&D Bid Evaluation process is being conducted, the
evaluation team will be reviewing in detail the responses of the bidding Contractors to the
TAQA T&D Bid HSE Evaluation Questionnaire (Addendum E)
The Contractor’s submitted HSE Plan, related to their proposed execution of a specific Scope
of Work shall conform to the structure outlined below. Some examples of content are given in
the ‘Description Cells’ of this table, but in addition it shall be emphasised that the 15
questions in the Bid Evaluation Questionnaire shall be comprehensively and clearly
addressed/answered within these sections by the bidding Contractors in their tender
submissions.
The Contractors’ HSE Plan shall conform to the following structure:

No. Item Description

1 Introduction Description of Plan, who you are, how it was put

together, and the overall objective of the Plan.

2 Scope Description of ALL the works and Contractors /

Subcontractors involved. Plus, outline of Project
timeline.

3 Plan Implementation & Description of how the Plan will be implemented

Monitoring across the site and communicated to all staff.
This needs to be descriptive with actions and
should include how they will promote the
awareness of HSE on the site to maintain the
implementation.
This should include subcontractors as well. How it
will be monitored to ensure compliance. Also, what
actions will be taken when the site is found not to
be complying? How are continuing issues
escalated?
Description of arrangements for carrying out on
Audits and Inspections, who, when where & what.
To include any Plant/Equipment & Tools.

4 References Including Legal Requirements, other standards, OSHAD,

Definitions & DoE Documents. Also, to include definitions &
Abbreviations abbreviations.

5 Site Arrangements Description of the interfaces of HSE with Contractor

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 No. Item Description
Site Organization Including and Subcontractors, client and how this interface is
Contractors/subcontractors managed. What is the liaison requirement?
HSE Staff The Site personnel organization chart should be
Key staff and Telephone included. Not a Company organizational chart. This
numbers should include key staff mobile no's etc.
Site Induction Description of how you are going to manage
Management of visitors, the public, new workers, and existing
Subcontractors workers at the start of the Project in terms of
Site Plan (To be in Appendix) Induction. Should describe basic Site rules.
Basic Site Safety Rules
6 Roles & Responsibilities Description of the key HSE responsibilities, for staff.
Should say how these are communicated and
checked to ensure compliance.
Senior Staff should also include how they will lead
on HSE and what they will do to set an example of
their commitment to all staff and subcontractors on
the site.

7 Communication, Description of how communication is to be done

Recognition & Reward across the site internal and external, what
mechanisms will be used.
Also, how to promote HSE in a proactive way
across the site, recognition, and rewards schemes?
What are the arrangements for HSE meetings?
What is a typical agenda?

8 Employee Competence Description of how you ensure competence of

employees, contractors, subcontractors. How and
what training will be conducted either formally or on
the job – on both HSE and Technical aspects of the
job in-scope (This should include but not limited to
Training Matrix, training records, certifications, and
qualification programs, etc.…)
Should also describe how employees would be
made competent under the Company (TAQA
Operating Company) Safety Rules if required.

9 Emergency Preparedness Describe the arrangements for dealing with the

required potential emergencies, evacuation of the
site, fire, major accident, environmental etc. Any
Emergency Contact details, location of nearest
hospital, hospital contact details.

10 Performance Monitoring Description of what, how, when and to who you will
& Reporting report your performance and that of your
(Including HSE monthly Subcontractors. This should include what is
Report) reported.
Incident Reporting & Description of process for reporting and
Investigation investigating and the timescales required. Should
include what goes where and to whom.

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 No. Item Description

11 Site Security Description of how visitors & vehicles will be while

on the site. Any special areas or security areas to
be discussed.
Description of arrangements for Site Security, to
include daytime and nighttime, security patrols,
cameras etc.

12 Safety Description of the method and practice used in

Risk Assessment assessing your Risk Assessments. Refer to method
Site Risk Assessment Statements if you have any. How will this be
Plant/Equipment & Tools managed ongoing and the requirements for PPE.
Material Stores Assessment of the Site layout and camps and why
it has been laid out as it has. Refer to Site Map.
Risk assessments for the jobs to be conducted,
along with the associated method statement, where
applicable.
Description of to ensuring Safety of the use of tools
and plant & equipment.
Description of the approach to eliminating hazards
and reducing risks in general.

13 Health Brief overview of the health provisions provided and

COSHH identified as part of the Project.
Heat Stress Description of how you will store, handle, and
Manual Handling dispose of your Hazardous Material. Refer to
Welfare Arrangements appendix for any COSHH Sheets (MSDS).
(Hygiene) Description of facilities provided and arrangements
Food Arrangements for maintaining welfare arrangements such as
(cooking) toilets, cleaning, water shelter, camps etc.
First Aid Arrangements for Description of the First Aid Arrangements for the
the site site, appointment of First Aiders, locations of First
Labour accommodation
Aid Box & First Aid Room, location of EM room.

14 Environnent Description of how the impacts will be managed to

Environmental Impact reduce them. Should also include any liaison with
Waste Management the public in the project is inconveniencing them,
Noise such as noise, dust, blocking of walkways etc.
Land Protection
Spill
15 APPENDIX Risk Assessments (Site Specific)
List of Method Statements
COSHH (SDS Sheets)
Contractor HSE Policy
Site Plan
Forms and Templates

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