Doc Title: EHS Contractor Management Procedure Release Purpose: IFU

Doc No.: EHS-07-PRO-00100 Rev: 00

JAZAN INTEGRATED GASIFICATION & POWER COMPANY (JIGPC)

EHS Contractor Management

Procedure
JAZAN INTEGRATED GASIFICATION COMBINED CYCLE PROJECT (JAZAN IGCC)

Document No.: EHS-07-PRO-00100

Release
Rev. Date Originator Reviewer 1st Approver 2nd Approver
Purpose

00 29.06.2022 IFU M. Zeya L. Simmons M. Hornyak D. Wee

Date:
2022.07.10
01:57:03
+03'00'

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
Doc No.: EHS-07-PRO-00100 Rev: 00

TABLE OF CONTENTS
1. Purpose.......................................................................................................................................... 3
2. Scope ............................................................................................................................................. 3
3. Abbreviation .................................................................................................................................. 3
4. Definitions ..................................................................................................................................... 3
5. Responsibilites ............................................................................................................................... 4
5.1 EHS&S ............................................................................................................................................. 4
5.2 Proponent Directors....................................................................................................................... 4
5.3 Supply Chain................................................................................................................................... 4
6. General Requirements .................................................................................................................... 4
7. Contractor Management Flowchart- EHS Activities .......................................................................... 5
8. Risk Levels Categorization ............................................................................................................... 5
8.1 Overview ........................................................................................................................................ 5
8.2 Indicators ....................................................................................................................................... 6
8.3 Level Of Risks ................................................................................................................................. 6
8.4 High Risk Potential Example........................................................................................................... 8
8.5 Medium Risk Potential ................................................................................................................... 8
8.6 Low Risk Potential .......................................................................................................................... 9
9. Pre-Qualification Safety Evaluation ................................................................................................. 9
9.1 Overview ........................................................................................................................................ 9
9.2 Scope .............................................................................................................................................. 9
9.3 Applicability.................................................................................................................................... 9
9.4 Contractor Pre-Qualification Safety Evaluation Method .............................................................10
9.5 Contractor Pre-Qualification Safety Evaluation Process Flowchart .............................................11
10. Contractor Onboarding ................................................................................................................. 12
10.1 Introduction .................................................................................................................................12
10.1.1 Onboarding Method ....................................................................................................................12
11. Contractor Safety Performance Monitoring ................................................................................... 13
11.1 Overview ......................................................................................................................................13
11.2 Site Safety Performance Monitoring Method .............................................................................13
11.3 Site Safety Performance Monitoring Process Flowchart .............................................................14
11.4 Penalty Philosophy .......................................................................................................................14
12. Associated Forms ......................................................................................................................... 14

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
Doc No.: EHS-07-PRO-00100 Rev: 00

1. PURPOSE

The purpose of the EHS Contractor Management procedure is to provide a method how JIGPC shall manage
Contractor safety at its sites.

This document shall form an integral part of the JIGPC Procurement process to be followed during
Contracts bidding, award, and execution phases.

This document covers the Environmental, Health, & Safety aspects of Contractor Management.

2. SCOPE

This document applies to all JIGPC managed facilities and is to provide the EHS portion of the Contractor
Management processes, which comprises of below main elements:

• Pre-qualification EHS evaluation

• Contractor indoctrination
• Contractor safety performance monitoring

3. ABBREVIATION

MOC – Management of change

PSET- Pre-qualification safety evaluation team.

PT- Procurement team

CSAR- Contractor safety administrative requirement

SMS- Safety management system.

PB- Potential bidder

4. DEFINITIONS

Term Definition
Company Jazan Integrated Gasification & Power Company (JIGPC)
JIGPC Jazan Integrated Gasification & Power Company

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
Doc No.: EHS-07-PRO-00100 Rev: 00

5. RESPONSIBILITES

5.1 EHS&S
• EHS&S shall be responsible to keep this procedure updated.

• Appoint suitable resources to support requirements as stipulated in this Procedure.

• Ensure any changes are done through the MOC process.

• Ensuring the EHS aspects of this procedure are appropriately applied to Contractors.

5.2 PROPONENT DIRECTORS

• Appoint suitable resources to support requirements as stipulated in this Procedure.

• Ensuring the proponent aspects of this procedure are appropriately applied to Contractors.

5.3 SUPPLY CHAIN

• Appoint suitable resources to support requirements as stipulated in this Procedure.

• Ensuring the supply chain aspects of this procedure are completed.

6. GENERAL REQUIREMENTS

Contractors are required to follow all JIGPC EHS&S Procedures (including references), the JIGPC Contractor
Safety Administrative Requirement (CSAR) procedure (EHS-07-PRO-00200), and any appliable Engineering
Standards.”
JIGPC’s service Proponent/End user are responsible to ensure contractors deliver to their expectations. To
achieve that, the end users/proponent organization shall also involve EHS&S team in hiring process of
Contractors from the execution and development of Scope of work, scope clarification, technical bid
evaluation, site tour, kick off meetings, safety critical documentation reviewal (e.g., Work method
statements, technical queries, JSA, etc.) and onboarding of a Contractor.

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
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7. CONTRACTOR MANAGEMENT FLOWCHART- EHS ACTIVITIES

Procurement provides Proponent shall coordinate Contractor must submit

Contractor (potential site visit documents for Proponent
bidders) the evaluation (if requested by conractor and EHS review and
forms 'EHS-07-FRM- and deemed necessary by approval as required in EHS-
00001/2' to be completed JIGPC) 07-FRM-00004

Proponent & EHS shall

Contractor(potential
provide EHS-07-FRM-00004 Contractor shall present
bidders) submits the
required documents list to their EHS execution plan in
required evaluation forms to
the Contractor for pre-job meeting
procurement
completion & submittal

JIGPC Evaluation team Proponent shall involve EHS

conducts pre-qualification during SoW development, Contractor executes work at
evaluation, and provides the technical reviews, method site
result to the procurement statement reviews, etc.

Proponent & EHS conducts

Procurement provides JIGPC Proponent & EHS&S periodic audits and sends
Procurement awards
EHS procedures to the monitors Contractor safety scores to Procurement for
contract
bidders performance future business
consideration

Pre-qualification safety evaluation

Contractor Onboarding

Safety Performance monitoring

8. RISK LEVELS CATEGORIZATION

8.1 OVERVIEW
The purpose for process safety incidents and injuries/illnesses to Contractor or JIGPC employees is an
important consideration in determining how to apply the elements of the Contractor Management
Program. The relative level of potential risk determines the depth of owner involvement with and oversight
of the contractor.

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
Doc No.: EHS-07-PRO-00100 Rev: 00

This section provides guidance on classifying Contractors according to the relative level of risk so that the
appropriate elements of the program are applied.

8.2 INDICATORS
The first step is to identify the work that is to be performed. Factors to consider include:

1. Nature of work to be performed.

2. Location of the work to be performed e.g., in process area or non-process area.
3. Potential for the Contractor’s work to impact process safety.
4. Potential for the Contractor’s work to result in life-threatening injuries/illnesses to contractor or
JIGPC employees.
5. Potential for the Contractor’s work to result in exposure to significant personnel safety (e.g.,
serious injuries or illnesses).

8.3 LEVEL OF RISKS

Proponent/ End user shall evaluate the work and categorize the risk level together with EHS&S team, this
may escalate or deescalate the risk profile of a work being procured.

Based on the evaluation, the Contractor’s work shall be identified as:

1. High Risk Potential

2. Medium Risk Potential

3. Low Risk Potential

Below illustration shows the categorization:

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
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Determine work to be performed

Does the scope of work involve maintenance or repair of

process equipment, activities within process units,
Yes
substantial construction activities?

NO

Yes
Could the work involve non-maintenance services that could
impact process safety?

Category 1 High
Risk NO

Yes Could the work result in life threatening injuries/illness to

contractor or JIGPC employees?

NO

Could the work result in exposure to a significant personnel

safety risk?

Yes NO

Category 2 Category 3 Low

Medium Risk Risk

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
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Note:

1. The risk profile of a task will raise to high level-CAT 1 in any of the following cases: (a) the scope
of work is not clear (b) JIGPC does not have a procedure for the activity and the contractor
prepares the procedure on its own.

8.4 HIGH RISK POTENTIAL EXAMPLE

The following types of contractor work are generally considered to be high risk potential:

1. Contractor performing maintenance or repair, turnaround, major renovation, or specialty work on

or adjacent to a process unit.

2. Specialty Contractors who provide non-maintenance services to operations that have high potential
for impacting process safety (e.g., water treatment, vacuum truck operations, waste disposal,
operators, water blasting, environmental remediation, etc.).

3. Distribution Contractors – Contractors that provide support or services specifically related to the
distribution and handling of site products and materials, and maintenance and management of
distribution equipment and vehicles. These Contractors have high potential for impacting process
safety and for exposure to significant safety and health risks. (E.g., Methanol, H2SO4 suppliers)

Contractors whose work could result in life-threatening injuries to Contractor employees or company
employees regardless of whether the work is on or adjacent to a covered process. Examples include:

• Electrical hot work

• High pressure water blasting

• Elevated work

• Scaffold erection/dismantling

• Excavation

• Cranes near power lines

• Construction

• Confined space entry including entries into inert atmospheres

• Abrasive blasting

8.5 MEDIUM RISK POTENTIAL

Site services maintenance contractors are typically considered medium risk potential. This type of
contractor provides general services for the site and support for process maintenance. They have low
potential of impacting process safety, low potential for exposure to significant health risks and high
potential for exposure to significant personnel safety risks, e.g.:
All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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 Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
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• Building and grounds (lawn care, painting, janitorial, paving, pest control, cafeteria, plumbing, etc.)

• Inspection

• Laborers (stores, reproduction)

• Vehicle mechanics

8.6 LOW RISK POTENTIAL

Contractors providing clerical or technical expertise and knowledge in support of plant and business
operations (Technical & Administrative Contractors) generally have minimal exposure to significant safety
and health risks. Technical and administrative contractors generally perform their work in an office
environment or are escorted by site representatives while in the operating units.

9. PRE-QUALIFICATION SAFETY EVALUATION

9.1 OVERVIEW
JIGPC management will “visibly demonstrate the priority of safety in all business activities.” Having a
separate pass/fail safety evaluation is the best way to “visibly demonstrate” that safety does not have less
of a priority than technical, financial, or other considerations when awarding contracts.

By this screening JIGPC can properly evaluate their contractors’ safety program and its implementation
before work is bid.

Procurement team leads the Pre-qualification Safety evaluation process.

9.2 SCOPE
1. Pre-qualification Safety evaluation shall remain an integral part of the Contractor Pre-qualification
process.

2. This process is applicable for a new potential bidder or renewal of contract.

3. Failure to pass the safety portion of the prequalification evaluation would disqualify the Potential
bidder.

9.3 APPLICABILITY

• Contractors appointed to work within IGCC premises shall be:

o Pre-qualified by the Saudi Aramco pre-qualification process, or,
o Contractors go through the JIGPC Contractor pre-qualification process
All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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Doc Title: EHS Contractor Management Procedure Release Purpose: IFU
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• For work activities outside IGCC premises, Contractors already approved by Saudi Aramco, ACWA
Power, or Air Products can be used without pre-qualification by JIGPC. If the contractor was not
previously approved by Saudi Aramco, ACWA Power, or Air Products JIGPC shall perform pre-
qualification.
• Additional verification may be required dependent on the scope of work and previous work activity
approvals. (e.g., A Company X is only approved by Saudi Aramco for Project Management support,
and not Commissioning and Start Up support).
1. The full version ‘Pre-qualification safety evaluation Form A’ (EHS-07-FRM-00001) of the checklist is
applicable to the High-risk category contractors. The reduced version ‘Pre-qualification safety
evaluation Form B’ (EHS-07-FRM-00002) is applicable to the medium to low-risk category
contractor. Medium risk category Contractor may be escalated to be evaluated through the full
version in case either the Proponent or EHS&S team finds necessary as per the scope of work and
risks involved.

2. The Contractors having valid qualification through Saudi Aramco (SA) pre-qualification process shall
be accepted, any change in status (e.g., SA cancels the approval, or the pre-qualification date
expires) shall trigger the exercise and the Contractor shall be required to go through JIGPC pre-
qualification process.

3. JIGPC procurement team is responsible to obtain from the Contractors their approval status and
detailed information and provide this to proponent/EHS&S organization, e.g., validity and kind of
services a Contractor is approved for.

4. The pre-qualification shall remain valid for 5 years.

9.4 CONTRACTOR PRE-QUALIFICATION SAFETY EVALUATION METHOD

1. Procurement team (PT) shall facilitate the communication with the potential bidders that will do
business with JIGPC.

2. PT shall inform the potential Proponent/End user and EHS&S in advance to allocate resources for
the Pre-qualification safety evaluation.

3. PT shall consult the Proponent/ End user and EHS&S about the risk categorization of a scope of
work and provide the Potential bidders the Pre-qualification safety evaluation form (Form A or
Form B) accordingly.

4. PT shall request Proponent/End user and EHS&S team to appoint members to form a Pre-
qualification safety evaluation team (PSET), the team shall consist of subject matter experts (SME)
based on the nature of the work a Potential bidder is being evaluated for.

5. The potential bidders shall submit the required documents within agreed timeframe.

6. PSET shall conduct the evaluation, may visit the worksite of potential bidders if deemed necessary
(a proponent/end user director will approve the need of visiting a worksite of potential bidders upon
request by the PSET), score the evaluation sheet and provide the result to the PT.

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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7. Potential bidders shall be required to produce sufficient evidence in each element of the checklist
to be considered qualified.

8. If PB fails to produce any mentioned policy, procedure, plan, or organization in any element of the
checklist, and/or fails to implement satisfactorily the ‘Life critical procedures’ as identified in JIGPC
shall be disqualified.

9. JIGPC EHS&S may still qualify the contractor even if they fail on providing evidence of EHS
Management System implementation. (Requires approval from EHS&S Director)

o If they have EHS related policies, procedures, plans and organization in place, and

o If contractor has a potential of improvement and provides enough assurance of

improvement in agreed timeframe.

10. A disqualified contractor can only request for re-qualification after a period of 6 months.

11. PT shall communicate the result to the Potential bidders and maintain the record.

12. PSET, upon request, may arrange a feedback session for the failed potential bidders.

13. Re-Pre-qualification process ties in with the results/score of Contractor safety performance
monitoring audits, (poor performance during the execution of work shall negatively impact the
renewal of pre-qualification process)

14. After completion of pre-qualification, the PT shall provide the JIGPC EHS standards and Contractor
safety administrative requirement (CSAR) (EHS-07-PRO-00200) to the Bidders, for them to review
and conform.

9.5 CONTRACTOR PRE-QUALIFICATION SAFETY EVALUATION PROCESS

FLOWCHART

Consider the past

performance code in Close
• Procurement team (PT) shall case of renewal • PT shall communicate the
provide the potential bidders result with the potential
(PB) the Pre-qualificaiton • Proponent& EHS&S shall bidders • The PT team shall provide
safety evaluation Form form a pre-qualification safety JIGPC EHS standards to the
• PB shall submit the required evaluation team (PSET) upon Bidders for them to conform
information a request by PT, which shall upon winning the contract
evaluate, score and provide
result to PT
PB must return back PSET, upon request, may
within agreed date conduct a feedback
session with failed PB

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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10. CONTRACTOR ONBOARDING

10.1 INTRODUCTION
The Contractor who is awarded the contract shall undergo onboarding process. The objective of this
process is to ensure consistent communication of JIGPC safety rules and standards, site hazards, and
guidelines for safe behaviors to all contractor’s workforce. The Contractor is expected to develop required
procedures and plans in conformance with JIGPC standards and express how they will comply with.

Proponent/End user is responsible to lead this process, EHS&S shall provide support as mentioned in the
method.

10.1.1 ONBOARDING METHOD

After the Contract is awarded:

The proponent shall provide to the Contractor with onboarding checklist, which has the list of documents
the Contractor is expected to develop for the site in conformance with the JIGPC standard. Use ‘EHS-
Contractor Onboarding Checklist Form’ EHS-07-FRM-00004.

1. Upon request by the Contractor, Proponent/End User shall conduct a site hazard identification
tour.

2. Upon request by the Contractor, Proponent/End user may conduct JIGPC EHS introduction session,
this exercise can be a part of the Pre-Job explanation meeting, using EHS- Introduction session
Form- EHS-07-FRM-00003.

3. The Contractor must submit the required documents 15 days prior to mobilization at site, the
document developed must conform JIGPC standards at minimum.

4. The Contractor shall present its EHS aspect of execution plan in the pre-job meeting. E.g., Hazard
identification, risk profile, EHS plan, EHS organization with in and with JIPC, EHS reporting etc.

5. JIGPC EHS&S shall review the submitted document for EHS aspect and proponent shall finally
approve the document. A Contractor shall not mobilize or start activity at site without the
submitted documents are approved with minimum Code 3.

6. Contractor shall provide the CV and relevant documents of its EHS&S team, JIGPC EHS&S shall
conduct a competency verification. A Contractor shall not start activity or mobilize resources at site
without JIGPC’S approval of Contractors team members.

7. JIGPC EHS&S team shall conduct necessary site induction trainings, this section shall conform JIGPC
‘Training and Competency Assurance Plan’(EHS-04-PRO-00600)

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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11. CONTRACTOR SAFETY PERFORMANCE MONITORING

11.1 OVERVIEW
Contractor performance monitoring method is intended to help proponent departments properly monitor
and evaluate the safety performance of their contractors at the job site. It provides a qualitative score to a
contractor’s performance which aids during the renewal process.

This section will satisfy the expectation of Element 7, “Contractors, Suppliers, and Others,” of the Safety
Management System (SMS) to “Monitor contractor safety performance to maintain standards and for
consideration of future work.”

11.2 SITE SAFETY PERFORMANCE MONITORING METHOD

1. Proponent and EHS&S shall form a team with suitable number of SMEs to conduct periodic
performance monitoring audit- every 6 months. Use the ‘Contractor EHS Performance Checklist’
EHS-07-FRM-00005.

2. Proponent and EHS&S shall form a team with suitable number of SMEs to conduct initial Contractor
site safety evaluation within 15 days of beginning of work activities at the job site (after
mobilization), Use the ‘Contractor EHS Performance Checklist’ EHS-07-FRM-00005.

3. For a project/work scope of duration less than 6 months; performance monitoring audit shall be
conducted once in every 3 months.

4. JIGPC EHS&S and Proponent/end user has a right to conduct additional performance monitoring
audit or more frequently if the Contractor’s work is of a shorter duration or if significant safety
issues with their work have been previously reported.

5. Notify contractor company and Proponent/End user organization in writing of their safety
Performance monitoring and evaluation score and all items of non-compliance within one week
after performance monitoring/evaluation audit.

6. Conduct a performance counselling meeting with the contractor, whenever the contractor’s Safety
Performance is ‘unsatisfactory’.

7. If the contract performance is ‘unsatisfactory’ the contractor is required to improve immediately,

and a verification audit shall follow to ensure the improvement is achieved.

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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11.3 SITE SAFETY PERFORMANCE MONITORING PROCESS FLOWCHART

•An audit team should •Conduct initial audit
consititute of relevant on new contractor
SMEs relevant to SoW. •Conduct peridoic audit
and/or verification
audit as applicable.

Form an auidt Conduct audit

team as per schedule

Provide the
perfromance Transmit the
code to the report to the
contract relavant
department for contractor and
future Proponent
•Contractor's safety consideration •Conduct councelling if
performance shall be the performance is
one of the basis of 'unsatisfacotry'.
considering for future
work.

11.4 PENALTY PHILOSOPHY

1. If timely corrective actions are not taken or if contractor has ‘unsatisfactory’ safety performance 2
times consecutively (either in verification or next audit), then EHS&S Department may request
Contractor personnel changes, re-evaluate Contractor’s qualification, and/or suspend/terminate
contract(s).

2. For each ‘unsatisfactory’ performance code the overall score of Pre-qualification safety evaluation
shall be deducted by one level. (Exceeding requirement to Meeting requirement)

3. This section shall be tied with Pre-qualification safety evaluation renewal process.

12. ASSOCIATED FORMS

Form Number Name

EHS-07-FRM-00001 Pre-qualification safety evaluation Form A
EHS-07-FRM-00002 Pre-qualification safety evaluation Form B
EHS-07-FRM-00003 EHS- Introduction session Form
EHS-07-FRM-00004 EHS-Contractor Onboarding Checklist Form
EHS-07-FRM-00005 Contractor EHS Performance Checklist

All information herein is the property of Jazan Integrated Gasification and Power Company, unless another source is shown. This document is
classified as JIGPC internal use only, is subject to return on demand and must not be disclosed or reproduced without prior written consent. This
information may be subject to export controls. Disclosure contrary to applicable law is prohibited.
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