Rules, Standards & Procedures

Safety Procedure

CONTRACTOR SAFETY

Contents
1. OBJECTIVE 2

2. SCOPE 2

3. DEFINITIONS 2

4. REQUIREMENTS 2

5. VERIFICATION 5

6. IMPLEMENTATION SCHEDULE 6

7. REFERENCES 6

8. FLOW CHART 7

Contractor Safety Procedure

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1. OBJECTIVE
The objective of this procedure is to set safety arrangements for contracted work in order to minimize contractor
accidents.

Mandatory is:
 To assess contractors on safety aspects before engaging into a contract; the result of the documented
assessment shall demonstrate compliance with minimum safety requirements and the Production Unit shall
compensate accepted shortcomings by countermeasures;
 To include a set of documented Site Safety Regulations in the contract which the contractor has to sign
separately to confirm adherence;
 To provide a safety leaflet or induction training to contractor employees including proof that contractor
employees understood the basic safety requirements;
 To carry out inspections while the contractor executes the contract work, the results of the inspections have
to be documented, the contractor has to rectify deficiencies;
 To evaluate the safety performance of the contractor after closure of the contract. The evaluation has to be
documented and taken into account when engaging into a new contract.

2. SCOPE
The procedure is applicable for all activities executed by contractors on the premises of the Heineken
Company and its subsidiaries. Contractors shall be qualified for their work. The Production Unit management
shall prevent unqualified contractors to execute work on site. The Production Unit has the obligation to inform
contractors about the hazards on the Production Unit Site and to protect contractors from these hazards.

The Production Units have to report contractor incidents and accidents according HMESC 01.40.01.505
(Reporting lost days, permanent disabilities and lost days).

3. DEFINITIONS
Contractor A Contractor / Consultant is any individual or organization which has
(BCS) entered into a fee based contract with the Group for the provision of
a specific service.

Contractor Third Party employees involved in the execution of contractually agreed services,
employees where the Third Party is responsible for the staffing and management of the services.
(BCS) The role of the OpCo is limited to the definition and control of the contractual terms and
payment.
Site Safety A set of site rules covering all general safety aspects for carrying out work on the
Regulations Production Unit Site

4. REQUIREMENTS
4.1. Responsibilities

The Manager of the Production Unit is responsible:

 To implement the Contractor Safety Procedure;
 To assure sufficient resources to manage contractor safety on site e.g. for inspections and audits;
 To interfere when the minimum safety requirements are not met (e.g. stop the work, sanctions);

The Site Safety Engineer is responsible:

 To monitor that contractors have been assessed to pre-qualify for the contract work;
 To maintain the Site Safety Regulations, safety leaflet and induction training;
 To give a safety leaflet and/or the induction training to contractor employees;

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 To participate in site meetings with the contractor for safety issues;
 To carry out inspections and audits to monitor safe execution of the work;
 To investigate contractor incidents and accidents;

The Contractor is responsible:

 To adhere to all legal requirements and the Site safety Regulations;
 To train its employees for safe execution of the work;
 To assure good condition of equipment and tools;
 To maintain clear procedures for safe work;

4.2. Contractor Safety Management process

In order to minimize contractor accidents, a careful process has to be followed. The Contractor Safety Management
process consists of the following five steps described below (see also chapter 8: Flow chart):

Step 1: Contractor pre-qualification

Contractors shall be competent for the work to be executed, including the safety aspects. The pre-qualification
comprises demonstration that the contractor complies with the 4 basic safety requirements:
1. To work according to the (local) legal (safety) requirements;
2. To employ skilled employees, trained and certified when required (welding);
3. To use well-maintained equipment, certified when required, suitable for the work;
4. To show good safety performance, have a good safety reputation;

The contractor shall have all certificates, registrations and permits to run a business. The contractor shall have
CAR insurance coverage. The contractor employees shall have all necessary skills and experience to do the job.
The equipment shall be well-maintained, free of damages and suitable for the job. And last but not least, the
contractor shall demonstrate an acceptable safety performance.

The assessment has to be documented (see example: Contractor Safety Pre-qualification Form). The statements
have to be sustained with evidence. Sometimes a third party can execute the pre-qualification (see example: Good
Practice UK: SafeContractor). Only contractors who fulfil all four basic safety requirements are eligible to participate
in the bid process.

Safety management during contracted work on the Production Unit site is a shared responsibility. It is the task of
the Production Unit to clearly set the boundary of responsibilities without leaving blank spots. Obviously small
contractor companies need more supervision from the Production Unit than large contractor companies. The pre-
qualification process reveals the safety competences of the contractor and sets the basis for the safety tasks to be
executed by the Production Unit in order to achieve an overall acceptable level of safety during execution of the
work.

Step 2: Contracting

Contractors can only participate in the bid process, when the four basic safety requirements have been met as
described in step 1. In the bid process, the safety requirements for the work have to be made explicit such that the
contractor can take these into account while preparing a bid. The following shall be included in the order to the
contractor:
 Specification of the work including special safety requirements;
 (Heineken) Terms & Conditions;
 Site Safety regulations;

The Site Safety Regulations address:

 Safety organisation;
 Safety requirements for employees;
 Applicable general safety procedures;
 Requirements for equipment, tools and materials;
 Reference to detailed procedures and forms, like Hot Work, Lock Out Tag Out, Confined Space;

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The contractor has to sign the Site Safety Regulations (see example: Site Safety Regulations) before a contract will
be awarded. Signing means that the contractor management has read and understood the regulations:
 To confirm strict adherence to the safety regulations;
 To assure that the relevant paragraphs will be communicated to contractor employees;
 To train contractor employees to ensure meeting of the site regulations;

The contract can only be awarded when the contractor has accepted the Site Safety Regulations.

Step 3: Contract execution

The contractor is only allowed to start mobilisation of employees and goods to the site when the contract has been
signed including separately the Site Safety Regulations. The contractor management has to assure that the
contractor employees are aware of the safety requirements and have been trained to fulfil these.

The contractor has to provide the names and roles of the employees who will carry out the contract work. Usually in
the pre-qualification phase already the employees capable to do the job have been screened. In case other
employees (e.g. sub-contractors) will be assigned to the work, these persons have to be screened first before
allowing them on site.

An important control is managing access of contractor employees, vehicles, equipment, tools and materials to the
site. This is the moment that the Production Unit can allow or refuse access. The guard has to be instructed how to
act in this case, e.g. to warn the Site Safety Engineer. The guard has to keep registrations of the contractor
employees and vehicles entering and leaving the site. The site access control measures should be based on a risk
approach taking into account local circumstances.

Possible measures for access of contractor employees:

 Check the names / roles of the contractor employees requesting access to the site;
 Employees whose names have not been provided by the contractor management are not allowed to enter;
 Contractor employees must have the prescribed work clothing and safety shoes;
 (Unqualified) sub-contractors have to be kept away;
 Allowed contractor employees receive a pass with expiry date after the site induction training or reception
of the site safety leaflet;
Possible measures for access of vehicles:
 When allowed to enter, license plate numbers have to be registered;
 The load (equipment, tools, materials, chemicals) has to be inspected;
Possible measures for access of equipment and tools
 Check equipment and tools visually, state of maintenance;
 Only well-maintained equipment and tools in good condition are allowed to pass;
 When applicable, certificates have to be checked incl. expiry date;
 Major equipment has to be registered (identification number, certificate);
Possible measures for access of materials:
 Check the nature of the materials brought on site;
 Dangerous materials (flammable, explosive, irritant) need permission from the Production Unit;
 Record the name and quantity of these chemicals in the logbook;
 Chemicals without proper labelling (chemical name, R and S sentences) are not allowed;
 Gas cylinders shall be in good condition and within expiry date;
 The Production Unit prescribes where these chemicals can be stored;
Contractor employees entering the site for the first time must follow induction training or receive a safety leaflet.
The Production Unit (e.g. Site Safety Engineer or guard) shall provide information about the following subjects:
 Site plan, where to go where not to go;
 Emergency procedures, assembly points, alarm number;
 Contact person;
 Site Safety regulations;
 Traffic rules;
 PPE;
 Inspections and audits;
 Sanctions;

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Contractor employees have to sign to acknowledge they have followed and understood the induction training/
safety leaflet. Records of this have to be kept. The frequency of retraining has to be defined (preferably yearly).

Step 4: Contractor monitoring

The contract work can start as soon as contractor employees have been registered and followed the induction
training. Also equipment and tools have to be allowed on site. In some cases separate permits have to be
requested like a Hot Work Permit for welding activities, Entry Permit for confined spaces.

It is recommended to keep (regular/ daily) site meetings with the contractor and the Site Safety Officer to discuss
the planned activities, interaction between contractor work and site operations. Safety issues can be picked up
simultaneously and preventive action can be set in motion, e.g. based on safety inspections. The contractor has the
obligation to report unsafe conditions.

The Production Unit has to develop an inspection / audit plan in order to monitor contractor activities for adherence
to the Site Safety Regulations. The frequency depends on the extent of the risk and the experience of the
contractor. The inspections should cover:
 Use of Personal Protective Equipment
 Application of safety procedures (Hot Work, Lock Out Tag Out, Confined space)
 Use of equipment and tools
 Hoisting and scaffolding
 Housekeeping

The results of the inspections have to be recorded (see example: Contractor Safety Inspection Form), preferably
with evidence like photographs. The results have to be discussed with the contractor and the contractor must be
committed to execute corrective actions.

In case of not adhering to the Site Safety Regulations, sanctions shall be applied depending the severity of the
offence, like verbal warning, written warning, suspension of work with time for correction, replacement of the
contractor employee, cease of contract, etc..

In case of incidents and accidents, the contractor has to complete the incident/ accident registration form as soon
as possible (with 24 hours after the accident). The form has to be submitted to the guard (one copy for the Site
Safety Engineer). The guard has to be attentive in case an injured person leaves the site. The Site Safety Engineer
has to be warned immediately in case an accident took place.

Step 5: Contractor evaluation

The contractor will be evaluated when the contract work has been completed. The evaluation will be based on the
registrations during the work (inspections, audits, unsafe conditions, incidents and accidents). The contractor can
be delisted in case the 4 minimum safety requirements (of the pre-qualification) have not been met. Else the
contractor has to take action to improve and demonstrate that he can comply again. The result of the evaluation
has to be documented.

5. VERIFICATION
The following documents have to be present (e.g. in case of an internal or external audit):
 Contractor pre-qualification based on the verification of the 4 minimum safety requirements;
 Up-to-date Site Safety Regulations, reflecting all major safety risks on-site. A signed copy should be
available for all contractors;
 Supporting procedures for dangerous work like Hot Work Permit procedure;
 Induction training material and/ or site safety leaflet;
 Inspection records of contract work;
 Contractor evaluations;

The registrations have to be kept for at least 5 years.

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6. IMPLEMENTATION SCHEDULE
The Production Units shall have the contractor safety documents mentioned in this procedure (contractor pre-
qualification form, site safety regulations, site safety leaflet, safety induction training, contractor inspection and audit
forms) ready within 1 year after publication of this procedure.
The Production Unit has also to prepare a plan within 1 year after publication of this procedure to assess the
current contractors. This plan shall be executed within 3 years (high risk contractors first). New contractors have to
follow this procedure as soon as the contractor safety documents are available.

7. REFERENCES
 Example Supplier Pre-qualification Form
 Example Site Safety Regulations
 Example Contractor Safety Inspection Form
 Good Practice UK : SafeContractor

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8. FLOWCHART

Contractor Safety Procedure

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