WMC Environment, Health & Safety Management System

Contractor Management Standard

WMC-EHS-STD-009 Owner: Champion: DocsOpen Ref: Peter Plavina John McKirdy 72451

Uncontrolled copy check web for latest revision

Revision Reviewed Description of Changes Date Approved

First Issue

14/05/2002

M Webb

WMC Resources Ltd WMC has developed this document for internal use, specific to circumstances and conditions within its operations. It is intended to provide general information and its applicability to external parties may therefore be limited. WMC makes no representations as to the applicability of the information for use by any party other than WMC and should not be relied upon as such. WMC provides no representation or warranty as to safety or business outcomes arising from application of this document and its requirements by third parties.

Standard Contractor Management

CONTENTS
1 PURPOSE AND SCOPE ........................................................................................................... 3 1.1 1.2 2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 3 3.1 3.2 4 5 Context ............................................................................................................................... 3 Overview............................................................................................................................. 3 Roles .................................................................................................................................. 4 Contract Classification........................................................................................................ 4 Scope of Work - EHS Context ............................................................................................ 5 Contractor Pre-qualification ................................................................................................ 5 Contract Conditions ............................................................................................................ 5 Contractor Selection ........................................................................................................... 6 Contractor Alignment.......................................................................................................... 7 Contractor EHS Performance Management ....................................................................... 7 Contract Close-out.............................................................................................................. 7 Contract Owner .................................................................................................................. 7 WMC Contract Manager..................................................................................................... 8

DETAILS.................................................................................................................................... 4

RESPONSIBILITIES.................................................................................................................. 7

REFERENCES .......................................................................................................................... 8 APPENDICES............................................................................................................................ 9 Standard Contract Conditions ..................................................................................................... 10 Contractor Alignment Meeting Requirements ............................................................................. 11 Contractor Performance Reviews ............................................................................................... 12 EHS Pre-qualification Checklist................................................................................................... 13 EHS Contract Tender Evaluation Checklist................................................................................. 14 EHS Management Plan (MP) Checklist ...................................................................................... 18

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Standard Contractor Management

PURPOSE AND SCOPE

This Standard defines the mandatory environment, health and safety (EHS) requirements for the selection, induction and day-to-day management of mining, construction, labour hire and service contracts. It applies to all operations and activities owned or managed by WMC. 1.1 Context

A significant portion of WMCs business activities are undertaken on its behalf by contractors at sites owned or managed by WMC. In law, the responsibility to provide a safe workplace and for managing environmental impacts rests with the owner and operator, even if work is being undertaken by contract personnel under the direct supervision of the contract company management. Accordingly, the ultimate responsibility for the safety and well-being of contractors, and the environmental impacts they may cause rests with WMC when work is being undertaken on WMC premises. For this reason, the selection, induction and management of contractors is a key element of EHS management and an important component of our corporate obligations. The WMC Resources Ltd - Contract Administration Procedures provide the general requirements for contract management. This Standard provides the specific EHS elements of the contract management process. This Standard, therefore, needs to be read and applied in conjunction with the Contract Administration Procedures. 1.2 Overview

Successful contractor management requires that: the effort devoted to the selection, induction and management of contractors be commensurate with the EHS risks posed by the contract activities. In this context, this Standard requires the application of a risk assessment process to classify proposals for contract work according to the EHS risk. (Section 2.2) This Standard requires more focused management of contracts that involve a high level of EHS risk. the selection of contractors include a balanced and objective assessment of the contractors ability to sustain effective management of the EHS risks associated with the contract work throughout the life of the contract. In this context, this Standard requires contractors bidding for work with exposure to substantive risks to undergo pre-qualification to eliminate from consideration contractors who cannot demonstrate a basic ability to manage the risks associated with the proposed contract. (Section 2.4)

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Standard Contractor Management

Further, this Standard requires a detailed review of the EHS capabilities for all short-listed contractors bidding for high risk exposure contracts and requires EHS capabilities to be included in the final selection criteria. there be a structured process to align a contractors and WMCs EHS expectations before the contractor and their workforce start work on a WMC site. (Section 2.7) there is a clear understanding of who in WMC has responsibility for the overall management or oversight of the contract and contractor. This includes the requirement that there is effective and ongoing management of contractor EHS performance, including formal review and feedback (Section 2.8) there is formal close-out at the completion of the contract to ensure that any lessons in contractor management are understood, shared and sustained. (Section 2.9)

2
2.1

DETAILS
Roles

In the context of this Standard: The Contract Owner is the WMC person who has responsibility for contractor selection and for developing and finalising a contract. Contract Owners are usually Supply Department personnel. The Contract Manager is the WMC person responsible for the day-to-day execution of a contract. Contract Managers are usually site-based personnel. 2.2 Contract Classification

Contracts are classified according to the EHS hazards and risks associated with contract work. The classification of the contract affects: The process used to select the contractor The way the contractor and the associated workforce are inducted The scope of the EHS management system required of the contractor, and The approach used by WMC to the day-to-day management of the contractor. There are three levels of classification: Major Contracts, being any mining, construction, maintenance or labour hire contracts where there is an on-site workforce of more than thirty people. High Exposure Contracts, being any mining, construction, maintenance or labour hire contracts where: Activities undertaken by the contractor will be substantively affected by the WMC Major Hazard Standards with the exception of the General Vehicles Standard, or; There is an on-site workforce of more than ten people who are undertaking work other than administration or office-based activities, or; The work has the potential to impact on the natural environment beyond that permitted by the respective site licence or by regulations.

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Standard Contractor Management

Low Exposure Contracts, being any contract that does not meet the requirements or either Major or High Exposure contracts. It is the responsibility of the person developing the Scope of Work for the contract, in consultation with the site at which the work is to be performed, to undertake the EHS contract classification. 2.3 Scope of Work - EHS Context

An EHS context shall be included in the Scope of Work for all Major and High Exposure contracts and is recommended for all Low Exposure contracts. The EHS context shall include: The inherent hazards associated with the work to be undertaken; The inherent hazards associated with the work environment; The mandatory environment, health and safety procedures and practices required of the contractor; Applicable Major Hazard Standards; Applicable General Hazard Standards; Applicable Environmental Standards and other requirements; Key EHS performance indicators for the contract, and; Contractor-WMC management interface being a description of how the contractor is to be managed day-to-day by the respective WMC Contract Manager. The EHS context shall form the basis for the preparation of the EHS contract conditions. It is the responsibility of the Contract Owner to prepare the Scope of Work, including the EHS context. 2.4 Contractor Pre-qualification

Contractor pre-qualification is required for Major contracts where there is a sufficient number of potential suppliers to make pre-qualification meaningful. Pre-qualification is recommended for High Exposure Contracts. It is the responsibility of the Contract Owner to pre-qualify potential tenderers. At a minimum, each respective candidate company must provide written submissions which include the details required for in the contractor selection process (Section 2.6). Appendix D provides a contractor per-qualification checklist. 2.5 Contract Conditions

Minimum contract conditions for the three classifications of contracts are outlined in Appendix A. All Major and High Exposure contracts require an EHS Management Plan. This is a documented plan outlining how the EHS contract conditions are to be met. This plan is to be produced by the contractor prior to any work commencing.

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Standard Contractor Management

Appendix F provides a checklist for evaluating contractor EHS Management Plans. It is the responsibility of the respective WMC Contract Manager to approve the contractors EHS Management Plan. This must be done in writing. A copy of the Plan and the approval must be retained in the respective contract file. It is the responsibility of the respective Contract Manager to establish EHS performance measures for the contract. In doing so, the Contract Manager should consult the WMC EHS Management System Guide Establishing EHS KPIs and KBIs (WMC-EHS-GUI-001) EHS performance measures can be included in the contract conditions, such that they affect contract payments, at the discretion of the Contract Manager. Payment affecting EHS performance measures for all Major and High Exposure Contracts must be approved by the General Manager Environment, Health and Safety prior to the contracts being finalised. 2.6 Contractor Selection

It is the Contract Owners responsibility to ensure that a selected tenderer has the capability to meet the EHS requirements of the contract. For Major Contracts and High Exposure Contracts, contractor selection should be based on a review of: A description of the tenderers EHS management system, including details of their EHS policies and procedures for:
-

Incident reporting, investigation and sharing learnings; Behavioural safety injury prevention; Safe Work Procedures and Task Hazard Analysis; Environmental impacts management; Management of Change; Training and competency assurance; Sub-contractor management; Health and hygiene impacts management; Hazardous materials management, and; Fitness For Work program.

Company injury performance history for prior three years including lost time injury frequency rate and combined lost time plus medical treatment injury frequency rate Company prosecution history for the previous five years Supervisor demographics experience levels, competencies, training References from three previous contracts. Appendix E provides a contractor selection checklist.

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Standard Contractor Management

2.7

Contractor Alignment

All new contractors must participate in alignment meetings prior to any work commencing. It is the responsibility of the respective WMC Contract Manager to schedule and facilitate the alignment meeting. The requirements and agendas for alignment meetings for the three classifications of contracts are provided in Appendix B. 2.8 Contractor EHS Performance Management

For all contracts there must be a designated WMC Contract Manager at the site, operation or office at which the contract work is being undertaken. The WMC Contract Manager is responsible for the day-to-day management of the contractor and associated workforce. This responsibility is equivalent to normal line management responsibilities. Relevant contract documentation must include designation of the respective WMC Contract Manager by either name or position title. As part of their role, the WMC Contract Manager is responsible for ensuring that contractor EHS performance is periodically reviewed. Appendix C provides guidance on the frequency and content of performance review meetings. For all Major or High Exposure contracts, the respective WMC Contract Manager must have undertaken, within three months of commencement of work; and then annually, an independent audit of the contractors conformance with the requirements of their EHS management system and procedures. The WMC Contract Manager must review the results of these audits with the site management team and the management team of the respective contractor. Improvement actions arising from the audits are to be documented by the WMC Contract Manager and tracked through to completion. 2.9 Contract Close-out

It is recommended that, at the completion of all contracts, the respective Contract Manager produce a close-out report that summaries general issues relating to the conduct of the contract. This report should focus on issues relating to the EHS performance of the contractor and needs to consider issues relevant if the contractor was to be considered for another contract. Copies of the close-out report for Major Contracts and High Exposure Contracts are to be sent to the General Manager Environment, Health and Safety and the General Manager Supply. Close-out reports for Low Exposure Contracts should be copied to the respective site or business group general manager. Copies of all close-out reports should be retained in the respective central contract file.

3
3.1

RESPONSIBILITIES
Contract Owner

The Contract Owner is responsible for:

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Standard Contractor Management

EHS classification of the contract; Development of the Scope of Work and EHS Context; Pre-qualification reviews; Finalising the contract conditions and performance measures. 3.2 WMC Contract Manager

The WMC Contract Manager is responsible for: Scheduling and conducting the contractor alignment meeting; Day-to-day management of the contractor analogous to line management responsibilities; Scheduling and conducting periodic performance reviews; Having independent audits of contractor EHS management system conformance undertaken for all Major and High exposure Contracts, documenting improvement actions and track these through to completion; Preparing the contract close-out report.

REFERENCES
Establishing EHS KPIs and KBIs Guideline (WMC-EHS-GUI-001)

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Standard Contractor Management

APPENDICES

Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F

Standard Contract Conditions Contractor Alignment Meeting Requirements Contractor Performance Reviews EHS Pre-qualification Checklist EHS Contract Tender Evaluation Checklist EHS Management Plan (MP) Checklist

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Standard Contractor Management

APPENDIX A
Standard Contract Conditions
Management Aspect EHS Management System Major Contracts The contractor must have, and operate to, an EHS management system and the management system must be compatible with the WMC EHS Management System. Must report to the designated WMC Contract Manager within one day all: Lost Time Injuries Medical Treatment Injuries Minor (First Aid) Injuries Statutory Non-compliances Serious Near Misses Incidents with environmental impacts The contractor must provide, prior to commencing on-site work a compliance plan for all applicable Major and General Hazard Standards The contract must agree to formal quarterly performance reviews The contractor must self assess against all elements of their respective EHS management system at least annually The contractor must agree to independent audits of their EHS management system as designated by WMC and must share the results of these with WMC. The contractor must undertake a one-day pre-start alignment meeting involving contract company executives, WMC client manager, all of the contractors onsite managers and supervisors. All employees of the contractor and employees of sub-contractors must undergo site inductions The contractor must agree to participate in the WMC Fit For Work program. The contractor must provide and maintain a documented plan outlining how the EHS contract conditions will be met. Contract Conditions High Exposure Contracts The contractor must have, and operate to, an EHS management system which must be compatible with the WMC EHS Management System or work under WMC specified standards, practices and procedures. Must report to the designated WMC Contract Manager within one day all: Lost Time Injuries Medical Treatment Injuries Minor (First Aid) Injuries Statutory Non-compliances Serious Near Misses Incidents with environmental impacts The contractor must provide, prior to commencing on-site work a compliance plan for all applicable Major and General Hazard Standards The contract must agree to formal six monthly performance reviews The contractor must self assess against designated elements of their respective EHS management system at least annually The contractor must agree to independent audits of their EHS management system as designated by WMC and must share the results of these with WMC. The contractor must undertake a half-day pre-start alignment meeting involving the WMC client manager and all of the contractors on-site managers. All employees of the contractor and employees of sub-contractors must undergo site inductions The contractor must agree to participate in the WMC Fit For Work program. The contractor must provide and maintain a documented plan outlining how the EHS contract conditions will be met. Low Exposure Contracts The contractor must have, and operate to, an EHS management system which must be compatible with the WMC EHS Management System or work under WMC specified standards, practices and procedures. Must report to the designated WMC Contract Manager within one day all: Lost Time Injuries Medical Treatment Injuries Minor (First Aid) Injuries Statutory Non-compliances Serious Near Misses Incidents with environmental impacts No requirements

Incident Reporting

WMC Major Hazard and General Hazard Standards Performance Reviews Self Assessment

The contract must agree to formal six monthly performance reviews No requirements

Independent EHS Audits

No requirements

Pre-start Alignment Meetings

The contractor must undertake a two hour alignment meeting involving the client manager.

Site Inductions

Fitness for Work

EHS Management Plan

All employees of the contractor and their sub-contractors must undergo site inductions The contractor must agree to participate in the WMC Fit For Work program. No requirements

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Standard Contractor Management

APPENDIX B
Contractor Alignment Meeting Requirements
Alignment Meeting Element Duration WMC participation Major Contracts One day Site General Manager Responsible site Department Manager Site EHS Manager or equivalent WMC Contract Manager Contractor senior management Client manager All site managers All site supervisors WMC company overview WMC expectations on EHS management and performance Site overview Review of significant site hazards and controls Contract work overview Contractor day-to-day management reporting WMC EHS Management System WMC Major Hazard Standards Incident Reporting Take Time, Take Charge Workplace Task Auditing Performance reviews Contractor company overview Contractor management structure Contractor expectations EHS Management system EHS performance management MHS compliance plan Contract Classification High Exposure Contracts Half day Responsible site Department manager Site EHS Manager or equivalent WMC Contract Manager Client manager All site managers Low Exposure Contracts Two hours Site EHS Manager or equivalent WMC Contract Manager

Contractor participation

Client manager

WMC agenda

Contractor agenda

WMC company overview WMC expectations on EHS management and performance Site overview Review of significant site hazards and controls Contract work overview Contractor day-to-day management reporting WMC EHS Management System WMC Major Hazard Standards Incident Reporting Take Time, Take Charge Workplace Task Auditing Performance reviews Contractor company overview Contractor management structure Contractor expectations EHS Management system EHS performance management MHS compliance plan

Site overview Contract work overview Review of significant site hazards and controls Contractor day-to-day management reporting WMC expectations Take Time, Take Charge Incident reporting Task Hazard Analysis Workplace Task Auditing

Contractor company overview Contractor management structure

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Standard Contractor Management

APPENDIX C
Contractor Performance Reviews
Performance Review Meeting Element Frequency WMC participation Major Contracts Contract Classification High Exposure Contracts Low Exposure Contracts

Contractor participation

Agenda

At least quarterly Site General Manager Responsible site Department Manager Site EHS Manager or equivalent WMC Contract Manager Contractor senior management Client manager All site managers Statutory non-compliance report Incident and Injury performance Review of significant incidents and follow-up Workplace Task Audit Program trends Management System conformance Statutory compliance performance EHS Management Plan review WMC-Contractor interface review Contractor workforce and structure review Future directions and change management plans

At least six monthly Responsible site Department manager Site EHS Manager or equivalent WMC Contract Manager Client manager All site managers

At least six monthly Site EHS Manager or equivalent WMC Contract Manager

Client manager

Statutory non-compliance report Incident and Injury performance Review of significant incidents and follow-up Workplace Task Audit Program trends Management System conformance Statutory compliance performance EHS Management Plan review WMC-Contractor interface review Contractor workforce and structure review Future directions and change management plans

Incident and Injury performance Review of significant incidents and follow-up Workplace Task Audit Program trends

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APPENDIX D
EHS Pre-qualification Checklist
Candidate company: Nature of activities, products and services to be undertaken for WMC Assessor: Assessment date: Present EHS Management System and procedures Policy Incident reporting Investigation Lessons learned Behavioural safety Procedures Task Hazard Analysis Management of Change Environmental impact management Training and competency assurance Sub-contractor management Health and hygiene management Hazardous materials management Fitness for Work program Satisfactory/Unsatisfactory

Injury performance history Prosecution history Referees reports Pre-qualification expiry date Strengths Weaknesses Assessors overall comments Signature Assessors Contact details

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Standard Contractor Management

APPENDIX E
EHS Contract Tender Evaluation Checklist
Contractor: Evaluator: Evaluation date: Evaluation criteria 1 1.1 Contractors EHS Management System Policy 1.2 1.3 Documented E, H and S policies Consistent with WMC policies Periodically reviewed Communication guide for supervisors Statutory compliance registers Statutory compliance audits Management system self assessments Audit and assessment management reporting Statutory obligations included in position descriptions HazOp procedure Yes /No Comment

Compliance and Assurance

Risk and Hazard Management

Trained facilitator Technical input Operations input Maintenance input Standard methodology Standardized reports

Task Hazard Analysis procedure

Trained team leader Work team involvement Standard form No generic THAs Time limited

WRAC procedure

1.4

Defined use Trained facilitator Sign-off authorities

Health Impacts Management Hearing protection procedure

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Evaluation criteria 1.5 1.6 Hazardous materials communication PPE procedure Welding fumes management procedure Audiometric testing procedure Haz mat evaluation in THA procedure Exposure monitoring procedure Environmental issues covered in THAs Used oil management procedure Waste management procedure Environmental risk management procedure Management of Change procedure

Yes /No

Comment

Environmental Impacts Management

Management of Change

1.7

Equipment change Organisational change Reagent/chemical change

Risk assessments Sign-off authorities Documentation retention Incident reporting procedure

Incident reporting, investigation and follow-up

LTIs MTIs MIs Near misses Health impacts Environmental incidents Safety non-compliances Environmental non-compliances

Statutory reporting procedure Incident investigation procedure

1.8

Senior management involvement Peer review Standard report format Team leader training

Lessons learned procedure Action tracking system and procedure Skills matrix for all positions

Training and Competencies

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Standard Contractor Management

Evaluation criteria 1.9 Training registration procedure Statutory ticket registration Sub-contractor selection procedure

Yes /No

Comment

Sub-contractor Management

Identifies EHS hazards in contract Assesses sub-contractor capabilities Previous performance review

Alignment procedure Day-to-day management procedure Performance review procedure Organisation structure provided Position descriptions for all positions EHS responsibilities included in position descriptions Access to professional safety support Access to professional health and hygiene support Access to professional environmental support Supervisor leadership training (FMI program) Procedures manuals

Contractors Organisation

Reasonable coverage of procedures Document control Periodic updates

EHS KPIs

LTIFR (if over 200 workforce) MTIFR (if over 200 workforce) Number of non-compliances Sensible lead indicators

Behavioural safety program Workplace task audit program Fitness For Work program Working From Heights Manual Handling Personal Protective Equipment Hazardous Materials Start-Of-Shift Meetings Task Hazard Analysis (or Job Safety Analysis) Pre-Employment Medical Evaluation Hand-tool/Equipment Modification

Key Procedures

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Standard Contractor Management

Evaluation criteria 4 5 Injury Rehabilitation LTIFR for previous three years MTIFR for previous three years Prosecution record for previous five years Management system compliance audits for three years Statutory compliance audits for previous three years Employee turnover EHS training delivery against plan Workers Compensation for previous five years Integration of Contractor and WMC EHS procedures Management of sub-contractors WMC Major Hazard Standards

Yes /No

Comment

Performance

EHS Management Plan

Identifies relevant Standards Compliance attainment plan Compliance audit plan

Contract EHS KPIs and performance reporting Contractor organisational structure Incident reporting, investigation and follow-up Periodic performance reviews

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Standard Contractor Management

APPENDIX F
EHS Management Plan (MP) Checklist
Management Plan Element 1. Integration of Contractor and WMC EHS Procedures Does the MP clearly outline the contractors EHS policies? Are the policies consistent with WMCs? Does the MP adequately identify the substantive hazards associated with the contract work, and the work/site environment, and adequately describe how these hazards are to be managed? Does the MP outline how the contractors and WMCs EHS procedures are to be integrated? Are the contractors procedures clearly documented? Does the MP identify how the contractors policies and procedures are to be communicated to their workforce and enforced? Are there clear timelines and deliverables for communication, training and enforcement of the contractors policies and procedures? Yes/No Comment

2.

Management of Sub-contractors Does the MP provide a clear description of how sub-contractors are to be managed? Sub-contractor selection Sub-contractor alignment Day-to-day management Performance reviews Payment incentives for EHS

3.

WMC Major Hazard Standards Does the MP clearly identify the applicable WMC Major hazard Standards? Does the MP provide a clear compliance attainment plan including timelines an accountabilities? Does the MP include compliance audit program? an ongoing

4.

Contract EHS KPIs and performance reporting Does the MP outline performance measures? the key EHS

Are these performance consistent with WMCs?

measures

Is there a performance reporting proposal?

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Standard Contractor Management

5.

Is it clear who has accountability for performance?

Contractor organisational structure Does the MP contain organisational structure? a complete

Does the MP include clear roles and responsibilities? Are accountabilities for EHS management clear? Does the contractor have access necessary EHS functional expertise? to

Does the contractor have access to necessary risk assessment facilitation expertise?

6.

Incident reporting, investigation and follow-up Are incident reporting procedures clear? Does the procedure make it clear what is to be reported to WMC, by whom and how? Does the procedure make it clear what is to be reported to regulators, by whom and how? Is it clear which incidents are to be investigated and by whom? Is it clear to whom investigation reports are to be sent both with the contractors organisation and to WMC? Is it clear how lessons from investigations are to be communicated within the contractors organisation and WMC? Is there an effective action tracking system?

7.

Periodic performance reviews Is there a process for periodic review of EHS performance? Does the review include key lag indicators? Does the review include procedure and statutory compliance reports? Does the review include appropriate members of the contractor management team? Are the results published and circulated through the contractor organisation and to WMC?

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