Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

WORKERS ACCOMMODATION
MANAGEMENT PLAN

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

CONTENTS
1.
2.
3.
4.
5.
6.

PURPOSE
OBJECTIVE FOR THE WORKER ACCOMMODATION PLAN
SCOPE
DEFINITIONS AND ABBREVIATIONS
REFERENCE DOCUMENTS AND STANDARD
RESPONSIBILITIES
1.1. CONTRACTOR
1.2. SUBCONTRACTOR PROJECT MANAGER
7. PROCEDURE
7.1. Location
7.2. Electrical
7.3. Fire
7.4. Construction and Materials
7.5. Water and Disposal of Waste Materials
7.6. Pest Control
7.7. Rooms and Facilities
7.8. Sanitation and Toilets
7.9. Canteen, Cooking and Laundry
7.10.
Leisure and Social Facilities
7.11.
Site Management
7.12.
Security
7.13.
Medical
7.14.
Workers Rights and Camp Rules and Regulations
8. MONITORING
9. DELIVERABLES

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

1. PURPOSE
- This Procedure details the specifications for Worker Accommodation when employed on the
DNHPE Project. It includes specifications for the design and management of camp
infrastructure and sleeping accommodation to which contractors shall comply with when
housing their workforce.

2. OBJECTIVE FOR THE WORKER ACCOMMODATION PLAN

The Constructor will provide accommodation for workers that will remain clean, safe and will

meet, at a minimum, the basic needs of workers.

It will also house workers in a way that minimizes harmful impacts on the host communities
and optimizes local residents opportunities to participate in project benefits. It will do this by
complying fully with the requirements of the Project.

3. SCOPE
- This document provides the overarching requirements, which CONTRACTOR must comply
with when working on the DNHPE Project.
4. DEFINITIONS AND ABBREVIATIONS
Project

D a N h i m H yd r o p o w e r P l a n t E x p a n s i o n Project

Employer

Da Nhim-Ham Thuan-Da Mi Hydro Power Joint Stock Company

CONTRACTOR

LILAMA 18/LILAMA 45.4 Joint Venture.

5. REFERENCE DOCUMENTS AND STANDARD

- Occupational Health and Safety Management System Requirements - OHSAS 18001:2007
6. RESPONSIBILITIES
6.1. Contractor
6.1.1.
Contractor Site HSSE Manager
- Review the Contractors Workers Accommodation Plan submitted;
- Ensure compliance with the welfare, safety and health requirements identified in the Contractor
documents by inspection of initial construction of accommodation.
- Refer to HESS control Item 06 (Section VI-2 General Specifications (010)).
6.1.2. Contractor Site Manager
Contractor Site Manager shall:
-

Ensure the contractors develop their own detailed Management Plan.

Construct and manage Workers Accommodation and support infrastructure in accordance with

this document.
Prepare Workers Accommodation Plan following requirements from Employer. The plan shall
be approved by Employer.

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

Appoint suitably qualified supervision and personnel for the management of the site and its

infrastructure.
Refer to HESS control Item 06 (Section VI-2 General Specifications (010)).
Ensure that all personnel are fully trained for their duties and ensure that continued training is
ongoing. Training records for accommodation camp including attendance register for all
workers, staff in camp and security staff shall be reported to the Employer HSE Division
quarterly

7. PROCEDURE
Detailed in Section 6 are the guidance notes, which Contractors are required to take into
consideration when planning/building Worker Accommodation for the Project. Plans must be
submitted to the Employer Site HSSE Manager and the Employer for approval prior to work
commencing.
7.1. Location

When establishing the location for Workers accommodation the following issues must be taken into
consideration:
-

Where possible the site should be located as close as practical to the worksite but outside of any

potential blast zone from the plant once it is being commissioned.

There should be sufficient access for vehicles to enable workers to be transported to and from

site within the minimum time possible

Bus services should be considered to transport workers to the work sites each day.
The site should not be exposed to potential flooding or landslip
There should be no stagnant water or potential for the pooling of water therefore reducing the

possibility of vector disease transmission.

Consideration should be given to the prevailing wind direction to reduce the potential for noise,

dust and other emissions from the construction site or support facilities.
Where ever possible sleeping accommodation should be located away from main highways for

through roads to reduce road noise

The site should be situated as far away from other residential areas as feasible and be sited with

consideration of social impacts.

7.2. Electrical
All electrical circuits and equipment should be earthed and fitted with RCDs or similar earth

protective devices to reduce the possibility of electrocution.

A six monthly inspection should be carried out on all electrical fitting installed in Worker
Accommodation to ensure their continued integrity and serviceability.
No additional heating or cooking apparatus should be permitted in sleeping accommodation or
recreational areas. This does not apply to equipment authorized by camp management as part of

the camp specifications.

7.3. Fire
All accommodation should be provided with adequate means of escape for persons sleeping in
the case of fire. The travel distance to a Place of Safety from the furthest point of sleeping
accommodation should consider the codes set below.

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

Escape Routes
Where more than one route is provided

Travel Distance (meters)

18m in dormitories or similar multi-sleeping
areas *
35m in other sleeping areas *

Where only a single escape route is 9m in dormitories or similar

provided
areas *
35m in other sleeping areas *

multi-sleeping

A Place of Safety is defined as:

A protected stairway, which leads directly to open air
A fully separate compartment within building which leads directly to open air
The nearest available exit to open air
All buildings should be fitted with:
Fire extinguishers will be provided by all exit doors from buildings and adjacent to any
specific areas of high risk. The type of extinguisher should be appropriate for the type of
risk it is protecting. Consideration should be given for the provision of fixed fire protection

system in areas such as kitchens, cooking ranges and other areas.

Routine fire evacuation drill and exercise for operation of extinguisher should be
undertaken in conjunction with the testing of equipment and alarms. All tests and exercises

should be recorded and reported to the CONTRACTOR HSE Division quarterly.

7.4. Construction and Materials
The design and construction of all buildings must take into consider local geological and
climatic conditions, being able to withstand wind, rain, landslip or earthquake as appropriate.
The life expectancy of buildings, fixture and fittings must be for the full duration of the contact

without any requirement for major repair or refurbishment.

All accommodation should be provided with adequate ventilation and light with a window area
of 5-10% of total wall area, at a minimum. Adequate heating/dehumidifier/air conditioning

must be provided in all areas for the comfort of occupants.

All flooring should be anti-slip and easy cleanable.
Adequate lighting should be provided in all building plus all external walkways and common

circulation routes.
Construction must take into consideration the regeneration of the site upon completion of the

contract together with the removal of buildings and infrastructure as required.

7.5. Water and Disposal of Waste Materials
All water supplies should meet as a minimum the standards.
Waste-water treatment and discharge must meet Local standards whichever is the more

stringent.
Develop a detailed plan for the collection and recycling of rubbish and waste materials.
Contingencies must be in place for the route collection of waste from all areas of the camp to

ensure that waste materials are not allowed to accumulate.

Particular contingencies must be in place for the collection of organic and other waste from
kitchens and food preparation areas to ensure that there is no possibility of rats; flies or other
pests are drawn to such areas.

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

There should be contingencies for the recycling of as much waste as practical, including waste
stream segregation and composting of organic waste. All waste that cannot be recycled waste

must be disposed of in a responsible manner.

7.6. Pest Control
A Pest Control Management should be developed by the contractor, which includes a contract
with a specialist pest control company to implement pest control measures on a routine basis.
The Pest Control should meet in full the Vietnamese regulations on prevention and control of

infection disease (03/2007/QH12).

Nominated persons should be responsible for the controlling of all pests and ensuring they do

not congregate around bins and other areas where waste can accumulate.
Consideration should be given to the development of a mosquito eradication program by the
use of fogging, use of pesticides and removal of stagnant water around camps to eradicate

insect breeding areas. Sprayed bed nets may be used.

7.7. Rooms and Facilities
Configuration of rooms and facilities will be at the discretion of the contractor; however the
following criteria will be complied with irrespective of room configuration:

Any dormitory design should maximize the degree of privacy of occupants by the use of

screens the placing of wardrobes and other furniture.

Rooms or Dormitories should be single sex occupancy
Each person should have a minimum personal space of:
10-12.5m3 * or 4-5.5m2 floor area *
Sleeping accommodation should have a minimum ceiling height of 2.1m
There should be a minimum space of 1m between beds
The use of bunk beds should be avoided but were necessary there should be a minimum

space between top and lower bunk of 0.7m-1-10m. Triple bunks are not permitted.
Where shared accommodation is necessary, ideally rooms should accommodate 2-8

persons, and never more than 8 people. ( In that case 3m2 / person )
Hammocks or sleeping mats may use instead of beds where this is preferred by the

occupants
Windows should be lockable and fitted with fly screens.
Sanitary facilities should possible be located close to the sleeping accommodation and

shall be segregated for male and female.

A program must be developed to provide adequate routine and preventative

maintenance of buildings, fixtures and fittings.

A suitable daily cleaning schedule should be implemented and recorded for all buildings
to ensure that all areas remain clean, tidy and clear of rubbish or other waste. This
cleaning should be scheduled so it does not interfere with persons sleeping on routine

shift patterns and to minimize contact between cleaning staff and workers.
Bedding should be changed on a regular basis and be part of the routine cleaning

program.
7.8. Sanitation and Toilets

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

Separate sanitation, toilet and shower facilities will be developed for male and female workers
All toilets, shower/bath area and washing facilities should be designed to be easily cleanable

with non-slip wipe clean flooring.

Adequate facility should be provided for privacy, screens and doors should be full height and

lockable.
The number of facilities provided should be as follows:
1 toilet to 15 persons (per gender) *
1 urinal to 15 persons *
1 hand basin to 6 - 15 persons *
1 shower/bath area to 20 - 25 persons *
Shower/bath areas should be provided a convenient distance from sleeping accommodation and

must provide privacy for workers who are bathing.

The Contractor shall develop a program for the provision of drinking water for camp occupants
and cooking. The program should include requirements for delivery, storage and testing water

quality.
7.9. Canteen, Cooking and Laundry
No cooking will be permitted in sleeping areas
Kitchens, Food preparation areas and Laundry should be designed to be easily cleanable with
non-slip wipe clean flooring. Worktops should be easily wipe clean with minimum joints and

gaps
Ceiling of food preparation areas should be smooth, fire resistant, and lit colored, and its wall

joint to be covered.
Laundries should be of sufficient size to cater for the washing and drying of all camp bedding

once a week
Provide laundry facilities to enable workers to wash and dry their own personal clothing if this

not provided by the site.

Site canteens should provide a minimum of 1 1.5m2 floor area per person.
Hand basins with soap, and running clean water will be provided to enable workers to wash

their hands prior to eating.

Kitchen equipment and cookers should possibly be freestanding to enable them to be moved for

cleaning.
All floor, wall and ceiling should have easy clean surfaces.
Adequate waste disposal facilities and bins should be provided in kitchen and dining areas for

the containment of waste.

Facilities should be in place for the removal of waste in sealed containers to a dedicated waste
storage area located away from the building. Waste should be collected on a regular basis; no

accumulation of waste should be permitted in kitchen areas.

Food will be prepared by experienced cooks and will integrate nutritionist principles
Five keys to safer food

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Bidding documents Package 12.02 (DNE-D2)

Keep Clean
Wash your hands before handling food and
often during food preparation.
Wash your hands after going to the toilet.
Wash and sanitize all surfaces and equipment
used for food preparation.
Protect kitchen areas and food from insects,
pests and other animals.
Separate raw and cooked
Separate raw meat, poultry and seafood from
other foods.
Use separate equipment and utensils such as
Knives and cutting boards for handling raw
foods.
Store food in containers to avoid contact
Between raw and prepared foods.
Cook thoroughly
Cook food thoroughly, especially meat, poultry,
eggs and seafood.
Bring foods like soups and stews to boiling to
make sure that they have reached 70C. For meat
and poultry, make sure that juices are clear, not
pink. Ideally, use a thermometer.
Reheat cooked food thoroughly.
Keep food at safe temperatures
Do not leave cooked food at room temperature
for more than 2 hours.
Refrigerate promptly all cooked and perishable
food (preferably below 5C).
Keep cooked food piping hot (more than 60C)
prior to serving.
Do n o t s t o r e f o o d t o o l o n g e v e n i n
t h e refrigerator.
Do not thaw frozen food at room temperature.
Use safe water and raw materials
Use safe water or treat it to make it safe. Select
fresh and wholesome foods.
Choose foods processed for safety, such as
Pasteurized milk.
Wash fruits and vegetables, especially if eaten
raw.
Do not use food beyond its expiry date.

While most microorganisms do not cause

disease, dangerous microorganisms are
widely found in soil, water, animals and
people. These microorganisms are carried
on hands, wiping cloths and utensils,
especially cutting boards and the slightest
contact can transfer them to food and cause
food borne diseases
Raw food, especially meat, poultry and
seafood, and their juices, can contain
dangerous microorganisms, which may be
transferred onto other foods during food
preparation and storage.

Proper cooking kills almost all dangerous

microorganisms.
Studies have shown that cooking food to a
temperature of 70C can help ensure it is
safe for consumption. Foods that require
special attention include minced meats,
rolled roasts, large joints of meat and whole
Microorganisms can multiply very quickly
if food is stored at room temperature. By
holding at temperatures below 5C or above
60C, the growth of microorganisms is
slowed down or stopped. Some dangerous
microorganisms still grow below 5C.

Raw materials, including water and ice, may

be
contaminated
with
dangerous
microorganisms and chemicals. Toxic
chemicals may be formed in damaged and
moldy foods. Take care in selection of raw
materials and implement simple measures
such as washing.

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

7.10.
Leisure and Social Facilities
Provide sufficient social/leisure rest faculties for all persons on the camp, these should include

radio, TV and video faculties and where possible Internet access.

Mobile phone access should be provided or if not available, facilities should be provided so

personnel may make phone calls to home on a regular basis.

Dedicated places should be provided for religious worship, these should be designed in
consultation with the workforce together with any support facilities such as ablutions etc. as

required.
Facilities for ball sports should be provided, these should be floodlight where necessary
Separate areas will be designated for leisure/socializing where tobacco (and if applicable)
Alcohol is permitted, and those areas where alcohol is not permitted.
7.11.
Site Management
The contractor shall prepare a written management policy for the accommodation site, which
includes but not limited to:
Accommodation Criteria
Health and Safety Policy for occupants
HIV/AIDS and other communicable diseases prevention policy including contraception

guidance.
Training and orientation procedures
Medical Care Standards
Food Hygiene Standards
Visitor policy
Entrance and exit policy and protocols
Alcohol and drug policy
Security
Fire and Evacuation
Camp rules and regulations, disciplinary procedures and sanctions
The Contractor shall employ a suitably qualified and experienced Camp Manager who will
have overall responsibility and authority to manage all aspects of the site. The manager will be
responsible for overseeing all staff working within the camp including catering and laundry
personnel. They will have overall accountability for food hygiene and housekeeping standards
and provide assurance through auditing to the Contractor Site HSSE Manager that standards are
being maintained.

7.12.
Security
The Contractor will develop a security policy, which takes appropriate measures to protect
camp staff and workers against theft and attack. The policy will be managed by a qualified

individual supported by team of properly trained security specialists.

The policy will also address contingences for the impact that the camp may have upon the
neighboring communities with regard to security and possible civil disturbance as well as other

security risks that are properly managed.

The policy shall provide a protocol for the employment of security staff, which includes:
Numbers of staff required

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

Employment policy for security staff including background checks and suitability for

employment
Training requirements for staff to include clear requirements on duties and
responsibilities, use of force and violence and the importance of respecting workers and

community human rights.

If alcohol is allowed, may need training/policies around interactions with those who have

consumed.
7.13.
Medical
In addition to any medical facilities that may be provided by the Contractor and government
medical services, the Contractor shall provide First Aid and medical evacuation contingencies

for all camp occupants. These plans must be aligned with the emergency response plan.
The Contractor shall ensure that there are sufficient medical contingencies available to meet all
foreseeable emergencies.
These facilities shall include as a minimum:
Access to specialist services
On-site First Aid facilities including first aid kits, trained first aiders and a medical

room
Have facilities for raising the alarm in an emergency, with immediate (within 10

minutes of alarm being raised) help being available.

Medical provision shall take into consideration the requirements.
These kits must be inspected on a regular basis for the replacing of used items; the Camp
Manager shall keep records of all such inspections.
Examples of basic Medical Facilities are detailed in HSE First Aid Facilities
There is no standard list and it very much depends on the assessment of the needs in a
particular workplace, detailed below is a provisional list:
A leaflet giving general guidance on first aid, for example HSE leaflet Basic advice on

first aid at work

Individually wrapped sterile adhesive dressings (assorted sizes)
Two sterile eye pads
Four individually wrapped triangular bandages (preferably sterile)
Six safety pins
Six medium-sized (approximately 12 cm x 12 cm) individually wrapped sterile

unmediated wound dressings

Two large (approximately 18 cm x 18 cm) sterile individually wrapped

unmediated wound dressings

One pair of disposable gloves.
Burns dressing (kitchen and catering areas)

8. MONITORING
- The Contractor shall carry out a series of audits to confirm that standards are being maintained.
Area to be audited shall include, but not limited to:
Food Hygiene (including drinking water)
Housekeeping
Security

Da Nhim Hydropower Plant Expansion Project

Bidding documents Package 12.02 (DNE-D2)

Fire & Evacuation

Training for all workers, staff in camp and security staff
Medical Care
Community relationship
Pest control
Environmental surroundings of camp including treated sanitary waste water
Maintaining buildings
Grievance control including Grievance Register
In addition to auditing undertaken by the contractor, Audit schedules will vary depending upon
local conditions however contractors will undertake at a minimum:
Daily audits: Housekeeping in all toilets, washroom and shower/bath areas
Weekly audits:
Inspection of kitchens, food preparation and restaurant areas
Housekeeping and worker conditions in all accommodation and recreational areas
Inspection of camp grounds for stagnant water, rubbish accumulation and general
care and maintenance.
Monthly audits
Medical inventories, accident books Fire Systems and evacuation alarms Pest
Eradication
Other Audits
Annual Electrical system and fittings inspection
Records of all audits and inspections shall be kept for further review by the
Contractor HSE Department as required.