LAND TRANSPORTATION SAFETY HSE CONTRACT REQUIREMENTS

PURPOSE
The purpose of this document is to manage the risk of driving and transportation of goods by Heavy Goods
Vehicle (HGV) drivers on company business.

SCOPE
This document is applicable to:

All company owned/ contracted/ leased HGV

Contracts which include the use of HGV for company business, g. Transportation of PLI products using
HGV, particularly road tanker and truck (carry more than 50% of PLI product) where PLI has direct control
on the transporters.

All of them need to comply with the requirements of the present procedure as well as the requirements specified
in Land Transportation Safety procedure (PLI-HSE-G-05) and local/ regional procedures or work instructions
(e.g. work instruction QA P 29 Internal Safety Rules For Lorry Drivers).
In the countries where land transportation safety is governed by statutory regulations or national codes of
practice, these must be complied with (e.g. ADR European Agreement concerning the International Carriage of
Dangerous Goods by Road). Where the requirements in this procedure and legislation differ, the more stringent
requirements shall be adopted if not in conflict with the existing laws.

PLI, while being fully aware of and entirely respecting the complete autonomy of the carrier, has drawn up the
present procedures to guarantee the greatest possible level of safety, not just within its factories but also outside
the same. Hence as regards its carrier selection criterion, it will give preference to those carriers that comply with
the present procedure and its principles.

The present procedure will not be applicable where it conflicts with current regulations or with specific contractual
agreements existing between PLI and its carriers and/or partners.

QUALITY ASSURANCE
The local Purchasing Transportation Manager and HSE staff of the European site in charge of the delivery
contract shall carry out annual audit at the company and carriers premise to ensure compliance to the HSE
requirements. The audit findings shall be presented to Purchasing Transportation Supervisors and HSE
Department of other European sites and Regional Supply Chain and HSEQ Managers. The final result shall be
presented to PLI site management and submitted to PLI GHSE Department for record

HSE REQUIREMENTS
The following HSE requirements shall be included as an addendum in the land transportation contract. Below
rules shall be observed:

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A.

The carrier must communicate the name of his local Protection Service Manager and/or the
details of any HSE (Health, Safety and Environment) Manager.

B.

For earth transportation using a road tanker, the carrier is AUTHORIZED to assign PLI
transportation activities to third parties, guaranteeing their compliance with all Petronas requisites.
However, the carrier must also ensure that the road tanker which contains PLI products is entirely
dedicated to the transport of PLI goods, and hence guarantee that the latter are segregated from
any other products.

C.

As regards earth transportation using trucks, the carrier is AUTHORIZED to assign the said PLI
transportation activities to third parties. HOWEVER, when transporting non-PLI products the
carrier must ensure there is no mixing of the same with PLISB products.

1.0

HEALTH, SAFETY AND ENVIRONMENT (HSE) MANAGEMENT PROGRAM

1.1

HSE Policy

PLI favours OHSAS 18001 and ISO 14001 (or equivalent) certified contractors. If the carrier does not satisfy the
said requirement, he must clearly demonstrate the validity of his HSE management system.
PLI will positively evaluate those contractors that clearly demonstrate they satisfy the following requirements.
1.1.1

The carrier shall prepare a written statement of HSE policy for his place of work and arrangements to
carry out the policy. This HSE policy shows the high commitment by the carrier towards HSE in line with
the requirements of Act.

1.1.2

The obligation to draft an HSE policy will apply to all Contractors, with the exception of those carrier
companies that employ only 5 employees or less.

1.1.3

1.1.4

The HSE policy must contain the following:

a)

the top managements commitment towards HSE;

b)

compliance with the requirements of law;

c)

workers involvement;

d)

periodic study and review of the policy; and

e)

the signature or endorsement of the carrier.

The carrier shall consult with employees or their representatives to achieve consensus before formulating
the HSE policy.

1.1.5

The HSE policy shall be concise and clearly written.

1.1.6

The HSE policy shall be signed by the carrier, be communicated and readily accessible to all his
employees and customers.

1.1.7

The HSE policy must be constantly reviewed and updated in line with the current situation and changes.

1.1.8

The carrier shall monitor and assess the implementation and effectiveness of the HSE policy.

1.2

HSE Committee

1.2.1

Every carrier shall establish a HSE committee at the place of work if there are forty or more persons
employed at the place of work.

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1.2.2

The HSE committee shall sit-down a meeting at least once in every three months.

1.2.3

The HSE committee shall carry out its functions and duties as follow:
a)

to assist in the development of HSE rules and safe system of work;

b)

to review the effectiveness of HSE programs implemented;

c)

to inspect the place of work at least once in every three months to ascertain if there is anything
prejudicial to the HSE of persons employed therein;

d)

to report to the carrier of any unsafe or unhealthy condition or practices at the place of work
together with recommendations for corrective actions;

e)

to review the HSE policies at the place of work and make recommendation to the carrier for any
revision of such policies; and

f)

to inspect the place of work, as soon as it is safe to do so, after any accident, near-miss accident,
dangerous occurrence, occupational poisoning or occupational disease has occurred at the place
of work, and make recommendation to the carrier of the measures shall be taken to prevent the
recurrence of such incident.

1.2.4

The carrier shall take such steps as are reasonable practicable to provide the members of the HSE
committee with adequate training in HSE so as to enable them to perform the functions of the committee
effectively.

1.3

HSE Officer

1.3.1

The carrier shall employ a HSE officer at the place of work.

1.3.2

The HSE officer shall carry out his duties as follow:

a)

to advise the carrier or any person in charge of a place of work on the measures to be taken in the
interest of HSE of the persons employed in the place of work;

b)

to inspect the place of work to identify hazards that may cause accidents;

c)

to investigate any accident, near-miss accident, dangerous occurrence, occupational poisoning or

occupational disease which has happened in the place of work;

d)

to assist the carrier in organizing and implementation of HSE programs at the place of work;

e)

to become as a secretary to the HSE committee at the place of work (if any); and

f)

to submit to the carrier a monthly report of the activities.

1.4

Hazard and Effects Management Process (HEMP)

1.4.1

The carrier shall identify all the hazards relating to road transport activities, and also workshop activities.
Based on the identification of the said hazard, a risk assessment of the hazard shall be carried out so that
risk control may be formulated to prevent the occurrence of any accident resulting from any activity
carried out.

1.4.2

Risk assessment shall be carried out on each hazardous activity identified. Human factor, vehicle, road
and environment associated with the said activity shall be taken into account. Assessment of risks
associated shall be done. Such risk assessment shall take into consideration of several factors but not
limited to:
a)

location and distance of destination;

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b)

category of road used;

c)

high risk sections of the road caused by earth surface factor, etc;

d)

type of vehicle to be used;

e)

warning signage put up by relevant enforcement authority;

f)

journey schedule;

g)

body fitness and training undergone by driver;

h)

procedure and safe working instructions provided by carrier for compliance;

i)

arrangement of workshop;

j)

tools and hoisting machine to elevate vehicle for purposes of dismantling, fitting, repair and
maintenance of vehicle;

k)

use of chemicals substance which dangerous to health; and

l)

activities associated with inflammable gas and use of mobile electrical apparatus such as for
welding activity.

m)
1.4.3

activities involving working at height (e.g. top of road tanker).

Risk control measures shall be provided in order to manage the said risks depending on the risk
assessment done. Examples of risk control measures encountered are the following but not limited to:
a)

training and refreshers;

b)

health examination;

c)

develop safe working procedure for workshop activities and vehicle driving;

d)

arrangement of workshop and inspection;

e)

daily vehicle check and periodic vehicle maintenance;

f)

checking of apparatus such as seal belts, fire extinguishers, emergency exits, emergency light
reflectors;

g)

appreciation or warning system.

1.4.4

The carrier shall ensure HEMP is conducted by those skilled in conducting HEMP.

1.4.5

HEMP shall be documented and reviewed if there are changes in the activities being carried out, or if
there is any new hazard or danger arising out of such activity.

1.4.6

If a place of work is associated with chemicals, the carrier shall carry out risk assessment to health.

1.5

Training

1.5.1

The carrier shall identify and provide sufficient training associated with HSE to all workers to ensure their
safety, health and job need.

1.5.2

The training provided shall include:

a)

training of a technically skilled nature such as defensive driving, CQC, emergency response,
vehicle operational, handling of apparatus and substance, and other fit and proper training
organized by local reliable trainer; and

b)

positive character development / mind training such as conducting motivation seminars,

campaigns, positive thinking and other appropriate training.

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1.5.3

A combination of technical skills and positive thinking is important because with such training provided by
the carrier, it is hoped the employees, especially the drivers, would be able to carry out their work
properly while reducing the risk of accidents or minimizing the impact of accidents if they do occur.

1.5.4

Such HSE training shall be continuous, periodical and scheduled. Each and every training session
conducted shall be recorded.

1.6

Dissemination of Information

1.6.1

The carrier shall make provisions for mutual information exchange between the workers and the top
management to ensure the policies and requirements of the company are channeled to the workers
swiftly and accurately.

1.6.2

The carrier shall ensure that observations, ideas and proposals by the workers with regard to HSE issues
are taken in and given due consideration and response.

1.6.3

Effective mutual information exchange is:

a)

conveying company policy and commitment clearly;

b)

conducting specific programs such as contests, seminars, campaigns for information dissemination
on issues relating to HSE;

c)

providing a notice board for dissemination of information and instructions regarding HSE;

d)

providing channels such as suggestion box to enable workers to complain and offer suggestions on
HSE to the carrier; and

e)

conducting safety briefings (such as tool-box meeting) before starting work.

1.7

Documentation and Record Keeping

1.7.1

The carrier shall ensure that all data and records relating to HSE are stored, maintained and managed
properly.

1.7.2

The following records shall be kept:

a)

training (planning, implementation, attendance);

b)

occurrence of accidents (near-miss accidents, dangerous incidents, accidents, grouses);

c)

exaction and compensation;

d)

notices and summonses from the authorities;

e)

complaints;

f)

driver management;

g)

vehicle management;

h)

hazard identification, risk assessment and risk control;

i)

audit reporting, periodical inspection of place of work, minutes of meetings;

j)

legislation

1.7.3

The records shall be produced for an inspection upon request by an authority.

1.8

Emergency Response Plan

1.8.1

An emergency response plan shall be provided which includes taking action and making decisions to
minimize or avoid accidents.

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1.8.2.

Matters to be taken into consideration in formulating the emergency response plan shall include:
a)

determining a safe spot to assemble or safe distance when an accident occurs;

b)

first aid;

c)

procedure for quickly contacting the authorities such as the Police, Fire and Rescue Department,
Hospital, Civil Defence Department;

d)

identifying potential situations giving rise to emergencies such as oil spill on passageway,
poisonous gas, major fire, tunnel accident;

e)

continuous hazard surveillance of passages by carrier;

f)

other matters that should form part of the emergency response plan.

1.9

Monitoring

1.9.1

The carrier shall monitor the activities of his workers to ensure work is carried out properly according to
safe work procedure in order to minimize the risk of accidents.

1.9.2

Such monitoring shall be thorough on every level of the organization/operation such as administrative
office, operation office, workshop and passages.

1.9.3

Monitoring shall be carried out repeatedly according to predetermined times. A record of monitoring shall
be kept and reviewed for continuous improvement.

1.10

Auditing

1.10.1 The carrier shall provide a system of auditing to monitor the efficacy of the HSE management program.
1.10.2 The auditing shall be carried out at predetermined hours and shall be scheduled at least once a year, so
as to ascertain whether the HSE management system adequately meets the needs by effectively
safeguarding workers HSE and preventing untoward incidents.
1.10.3 Auditing to be carried out shall include evaluation of compliance with the operational procedure for HSE,
and shall also encompass all activities under the carriers control.
1.10.4 The auditing shall be carried out by a person competent in auditing.

1.10.5 The audit results will help the carrier carry out his duties and responsibilities more efficiently and
effectively and to make improvements to the prevailing HSE management system.
1.11

Continuous Improvement

1.11.1 Continuous improvement shall be arranged, implemented and maintained for continuous improvement of
HSE management.
1.11.2 Continuous improvement shall take into account, by way of example, the following:
a)

objective of HSE within the organization;

b)

outcome of hazard identification, risk assessment and risk control;

c)

investigation carried out regarding accident;

d)

outcome of audit and monitoring carried out;

e)

proposals of improvement and upgrading from HSE committee, workers and the public;

f)

any changes in the national laws and regulations;

g)

any new information considered relevant; and

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1.12

h)

example of best work/management practice; and

i)

results of workers health monitoring, health conservation and promotional programs.

Basic Principle While Driving

1.12.1 The driver must respect the regulations set out in the Highway Code e.g. he must not use a mobile phone
/ walkie-talkie and must fasten his seat belt while driving.

2.0

DRIVER MANAGEMENT

2.1

Driver Intake Procedure

2.1.1

The carrier shall ascertain the drivers professional competence before hiring him.

2.1.2

The minimum criteria to be identified are:

a)

the driver must be between 25 and 55 years old, have a minimum of 3 years driving experience in
the same license category / vehicle capacity and must satisfy all legal requirements relative to his
assigned task.

(Note: Different requirements may have to be adopted due to local, state or national
legislation)
b)

carry out preliminary tests to evaluate the drivers level of competency or proficiency.

2.2

Driver Categorization

2.2.1

The carrier shall categorize drivers into several categories deemed reasonable in order to identify
professional, skilled and semi-skilled drivers. Towards this end, the following shall be considered:
a)

demerit point;

b)

license classification;

c)

driver card system contains information on work experience, basic medical information,
particulars of license, summonses, etc deemed essential (updated at time of renewal of public
service vehicle license, PSV or goods vehicle driving license, GDL);

d)

driver category based on skill, competency (type of vehicle) and performance (consumer feedback).

2.3

Driver Training

2.3.1

The driver shall complete the training as follow:

a)
Defensive driving training with assessment and certification
b)

Fatigue awareness training

c)

Product knowledge, PPE and associated hazards training

d)

Emergency response training

e)

Driver motivation training

2.4

Driving Procedure

2.4.1

The carrier shall provide a checklist for the acts a driver needs to perform before and while driving as well
as upon reaching his destination. Such obligatory acts shall include the following but not be limited to:
a)

examining the drivers records at the one-stop check centre when preparing the duty roster;

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b)

the drivers shall be fit and feel good while driving by taking nutritious food;

c)

not being allowed to take any medicine which may interfere with driving (such as causing
drowsiness);

d)

having the drivers examined by a qualified supervisor to ensure they are in a fit state to drive;

e)

bringing along important documents (valid driving license, log book, identity card or passport, and
other documents deemed necessary); This includes all the documentation required for the
hazardous loads.

f)
g)

spectacles worn by drivers who need them;

reporting oneself for duty not less than 30 minutes before journey;

h)

entering and reporting oneself to the supervisor and checking roster;

i)

carrying out daily vehicle checks by checklist before and after journey; and

j)

ensuring the vehicle has sufficient fuel, refuelling if necessary, safety procedure to be complied
with.

k)

Reviewing journey and risk management document before starting the trip to check for any
updates.

2.5

Driving Hours and Working Hour Limits

2.5.1

The carrier shall provide a driving hour and working hour system for drivers. This matter shall be given
due attention, otherwise the drivers potential to feel tired after a long bout of driving will be rather high
and may give rise to risks and pose a danger to driving. The matters that need to be considered but
subject to the prevailing requirements if applicable are:

Maximum
hours

driving

Maximum
hours
Maximum
per week

duty

2.5.2

time

Per day (24 hours)

Per 7 days

9 hours (max 10
hours
twice
a
week)
12 hours

working

Minimum break/rest
time

Minimum
break/rest

At
any
(continuous)
4.5 hours

One (1) day of rest

after every 6 days of
work
45 minutes per 4.5
hours

A minimum of 11
hours of rest before
starting
another
journey (reducible
to 9 max twice a
week)

shift

Permit a minimum of
36 hours off /rest after
a work set (this is to
permit 2 consecutive
nights sleep after a
work set)

The carrier shall periodically review the number of journeys, driver driving hours and adequacy of drivers
to ensure compliance to legislative requirements.

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2.6

Driver Rotation

2.6.1

The carrier must guarantee that all transport is carried out in compliance with current local legal
provisions. He will create a driver rotation system for long journeys. The latter must be designed to avoid
tiredness or debility on the part of the driver, after many hours of driving, with a consequent decrease in
concentration levels and hence greater risks of accidents. The service sheet for each driver must be
appropriately implemented and updated.

2.7

Driver Monitoring

2.7.1

The carrier shall always monitor his employees especially the drivers. Such monitoring is necessary to
ensure the drivers constantly comply with the safe working procedure at the workshop and comply with
the dedicated driving procedure while manning vehicles. Some examples of monitoring methods are:
a) always viewing the vehicle daily inspection form to ensure the driver examines the vehicle on a daily
basis;
b) provide a channel for complaints such as complaint / suggestion box and feedback from customer
relating to driving patterns and driver attitude.

2.7.2

The carrier shall pay serious attention to each offence or complaint. The driver must be notified and
advised to ensure he appropriately modifies his behaviour inside PLI sites and during his work activities.

2.8

Drivers Health and Welfare

2.8.1

The carrier shall provide guidance for his employees especially the drivers for the conservation of health,
physical alertness such as:
a)

ensuring the worker is not allowed to work when not fit;

b)

use a relief driver if the driver is not fit enough to drive his vehicle;

d)

providing information relating to health care and well-being especially when driving.

d)

providing information and educating workers especially the drivers on methods to manage
pressure, exhaustion and fatigue resulting from driving activity and work pressure;

e)

monitoring the attitude and behaviour of drivers in vehicle driving; and

f)

providing comfortable resting facilities for workers.

2.9

Personal Protective Equipment

2.9.1

The carrier shall at its own cost, supply its personnel required in connection with the works with adequate
PPE and maintain enforcement on the use of such PPE in accordance with the specification and
legal prescriptions.

2.10

Drug and Alcohol Policy

2.10.1 Drugs and alcohol tests shall be conducted for all drivers engaged for land transportation activities for PLI
(except where there are different legal provisions in force):
a)

Prior to appointment or employment as a driver (as part of pre-employment medical check-up)

b)

At random throughout employment / working period

c)

After involvement in vehicle accident

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3.0

VEHICLE MANAGEMENT

3.1

Daily Checks

3.1.1

The carrier shall have a procedure to perform daily checking of each vehicle to identifying vehicle faults,
with the ability to take urgent action for safety-related faults.

3.1.2

Daily checks shall:

a)

ensure each driver is responsible for carrying out a pre-trip inspection of the vehicle to be driven;

b)

ensure that the person carrying out the inspection is able to certify the vehicle as road-worthy;

c)

set out minimum inspection requirements;

d)

ensure each driver is responsible for carries out a post-trip inspection at the end of every work
session. Such inspection shall, as in the case of the pre-trip inspection, cover each and every part
of the vehicle.

3.1.3

Minimum checks shall include:

a)

vehicle documentation;

b)

engine system;

c)

brake system;

d)

engine at start-up;

e)

interior neatness;

f)

tyre change kit (emergency); and

g)

first aid and fire extinguisher.

3.2

Vehicle Fault Recording and Reporting

3.2.1

Any fault in the vehicle shall be recorded as soon as possible after detection, or after every repair. The
carrier shall brief a newly employed driver about the vehicle condition to be driven by him.

3.2.2

Every fault recording and reporting shall ensure

a)

any faults found in the daily check are recorded in the vehicle fault report, which is kept in the
vehicle;

b)

fault found during or after the journey are recorded in the same manner; and

c)

all reports and records shall be referred to the management for purposes of vehicle repair and
maintenance.

3.3

Safety Maintenance and Inspection Plan

3.3.1

A safety maintenance and inspection plan shall ensure:

a)

periodical preventive maintenance is carried out in accordance to the original equipment

manufacturer recommendations;

b)

maintenance work is carried out by the original equipment manufacturer workshop or a qualified
party certified by the original equipment manufacturer or the Principal;

c)

replacement of spare parts shall meet the original equipment manufacturer recommendation;

d)

a maintenance report or mechanics report filed as record; and

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e)

any vehicle found by the authorities to have a critical problem shall be taken off the road
immediately.

3.4

Safety Inspection, Maintenance and Repair Facilities

3.4.1

The carrier shall ensure that the facilities and equipment for repair, maintenance and safety inspection of
a vehicle are suited for the activity being carried out.

3.5

Maintenance Record

3.5.1

The carrier shall ensure that all safety inspection, maintenance and repair of vehicles are recorded and
kept properly.

3.5.2

Such record includes:

a)

vehicle daily checks;

b)

on-road faults detected;

c)

vehicle maintenance;

d)

vehicle repairs undertaken;

e)

vehicle inspection by authorities;

f)

review on maintenance processes; and

g)

facilities and equipment used.

3.6

Training and Education for Maintenance and Safety Inspection

3.6.1

The worker carrying out repair, maintenance and safety inspection shall be given sufficient training. This
is to ensure he is sufficiently skilled in the fitting of vehicle equipment, repair, maintenance and safety
inspection of vehicles.

3.7

Vehicle License

3.7.1

Vehicle license, vehicle documentation and loading capacity shall be kept in a special file by the driver in
charge of it. The said file shall be presented to the authorities for inspection.

3.8

Vehicle Functionality and Cleanliness

3.8.1

Vehicles must be functional in all parts and particular attention must be devoted to vehicle cleanliness.
Drivers shall ensure the interior of the vehicle is always kept clean and tidy by checking on a daily basis.

3.9

Age of Vehicle

3.9.1

Age of vehicles used shall not be more than 10 years from the date of manufacture. Vehicles of more
than 10 years old shall be subjected to annual certification by relevant regulatory bodies as required by
applicable laws and regulation. The maximum age of the Prime Mover shall not exceed fifteen 15 years.
Note: More stringent requirements may have to be adopted due to local, state or national legislation in
specific areas of operation.

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4.0

JOURNEY AND RISK MANAGEMENT

4.1

Hazard and Effects Management Process (HEMP)

4.1.1

The carrier shall identify the hazards associated with transport activities such as driving, route, vehicle
maintenance and repair, and vehicle safety inspection.

4.1.2

The carrier shall develop a master list of all identified routes which are used to carry PLI products.

4.2

Identification of Hazard and Route Risks

4.2.1

The danger potential and risks along the route shall be identified so that appropriate action and extra care
could be taken when travelling the route. The journey and risk management assessment shall be
conducted every three 3 years, unless theres a change in the risk involve along the road such as
upgrading/modification of road or development of new housing area. The following shall be given
attention:
a)

sensitivity to weather changes and high risk locations caused by such weather change;

b)

identification of high risk areas caused by other factors (road condition, animal crossing,
topography, etc).

c)

warning signage at route;

d)

festive seasons when traffic volume on the road is extremely high;

e)

hazards of night travel.

Road conditions, route deviations and traffic control systems managed in real time using GPS systems are
considered valid alternatives to what is set out above.

4.3

Journey Schedule

4.3.1

The carrier shall prepare a journey schedule for vehicles so that drivers have sufficient in-between time to
ensure safe journeys. The drawing up of a journey schedule shall take into consideration the following:
a)

time and distance of journey;

b)

traffic;

c)

road and topographical conditions;

d)

time of journey (morning, evening or night);

e)

pressure and fatigue while driving; and

f)

condition of the vehicle driven.

4.4

Rest and Recreation

4.4.1

The carrier shall identify the authorized rest area for every route. The information of authorized rest area
shall be communicated to the driver prior to each journey.

4.5

Trip Monitoring

4.5.1

As a minimum, the log book shall be used for trip monitoring.

4.5.2

Matters that shall be recorded in a log book are as follows but not limited to:
a)

name of driver;

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4.5.3

b)

time of departure;

c)

time of arrival at destination;

d)

rest hours;

e)

record of distance (odometer reading), route, etc; and

f)

change of driver.

The data shall be kept, maintained and managed by the carrier for specific purposes such as drivers
performance.

4.5.4

The carrier is encouraged to use a latest data recording system to monitor the trip other than log book
such as Global Positioning System (GPS)

.
4.6

Emergency Response Plan

4.6.1

Emergency response that is quickly and effective is capable of minimizing accident impact of death or
serious injury and capable of saving life and property. As such, it shall be given due priority by the carrier.
Towards this end, the carrier must exercise maximum attention and provide the following:
a)

emergency response procedure / plan;

b)

training on first-aid and basic fire-fighting plus first-aid kit and treatment handling shall be given to
driver;

c)

first aid kit shall be made available, sufficient, and in a good condition at all times inside every
vehicle and other location such as workshop and warehouse;

d)

active and usable fire extinguishers kept in an easily visible and retrievable place in vehicles and
workshops;

e)

emergency equipment such as flash lights and hazard indicators such as emergency cones and
triangular signage in the vehicle;

f)

usable spare tyres and tyre-changing equipment are in the vehicle; and

g)

written procedure for reporting incidents or accidents for staff especially drivers (such as calling the
relevant authorities, the officer in charge). It shall be easily comprehensible, clear and always
updated.

h)

training and drills are conducted periodically to minimize the impact of any road accident.

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4.7

Reports and Accident Investigation

4.7.1

The carrier shall notify PLI local Purchasing Transportation Manager and HSE PLI Europe, if there is any
road accident occurs during the transportation activities via email at hseq@it.petronas.com, within the
specified time frame, based on the severity of incident (incident rating) as follow:
Harm to People

Impact on Reputation

within 1 hour

within
hours

24

Permanent
Partial Disability,
Lost
Workday
Case more than
4 days

Medical
Treatment
Case,
Restricted
Work
Case
and
Lost
Workday Case
(Lost
Time
Injury) equals
or less than 4
days

Environmental Effect

within 1 hour

within
hours

24

Regional
public
concern.
Extensive
adverse
attention
in
local media.

Some
local
public
concern.
Some
local
media and/or
local political
attention with
potentially
adverse
aspects
for
company
operations.

within 1 hour

within
hours

volume of spill
that meets the
following
criteria

volume of spill
that meets the
following
criteria:

- Hazardous &
flammable
substances
more than 200
kg

- Hazardous &
flammable
substances up
to 200 kg

Nonhazardous
substances
more
than
1000 kg

24

Nonhazardous
substances up
to 1000 kg

The notification shall contain:

4.7.2

Company name, transportation info (goods, itinerary, document ref.)

Incident Location, date and time

Nature of incident / type of incident,

Brief description of incident (who, what & consequence)

Brief description of the Emergency Response Plan

Authorities informed or equivalent

Mitigation action taken

Comment / additional information

Carry out investigation (as soon as possible)

The carrier shall forthwith report accidents arising out of occupational activities to the nearest Department
of Occupational Safety and Health and the relevant authorities, and record.

4.7.3

Drivers shall be guided the steps to make accurate reports so that the reports have useful materials for
reference. The following are the measures that need to be taken:

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a)

each accidental incident or near-miss accident shall be reported to the management;

b)

the management shall carry out an investigation to gather essential information such as the source
of the accident. Such information procured shall subsequently be handed over to the relevant
authorities for further action;

c)

corrective and preventive action shall be taken to avoid the recurrence of such incidents. The
officer taking such action shall be given training in investigative work and in making reports on
HSE;

d)

all accident reports shall be channeled to and discussed by the HSE committee for assessment
with a view for continuous improvement.

4.8

Complaint Management

4.8.1

The carrier shall give serious consideration to reports from customers. All complaints shall be
investigated and corrective action shall be taken as soon as possible. All reports and follow-up action
shall be recorded.

4.9

Centralized Parking Area

4.9.1

All vehicles, where applicable, must park in the PLI approved centralized parking area.

5.0

GARAGE MANAGEMENT

5.1

All the repairing / maintenance work for heavy vehicle shall be conducted at OEM approved / authorized
workshop. If the location does not have the OEM approved / authorized workshop, the carrier shall notify
respective local Purchasing Transportation Manager who shall advise the carrier on the workshop
selection.

5.2

The carrier shall ensure that the maintenance of all HGV is carried out according to the following:

In line with the manufacturers specifications and requirements.

Approved parts and approved workshop which have qualified technicians or mechanics are used for
maintenance.

Proper maintenance records are kept.

6.0

LAND TRANSPORTATION PERFORMANCE MONITORING

6.1

For the purpose of land transportation safety performance reporting, the following parameters must be
reported to PLI local Purchasing Transportation Manager on monthly basis
A)

Number of Road Accidents

i.
Transportation of PLI goods by contractors
ii.

All road accidents recorded by carrier related to land transportation activities

iii.

Serious breakdowns with vehicle off the road for more than 24 hours during the transport
activity (immediate notification to PLI).

B)

Total Kilometers Driven

i.
Transportation of PLI goods by the Contractors

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ii.

B)

C)

Total kilometres
i.

Transport of PLI goods by carriers

ii.

Other earth transport activities performed by carriers.

Number of traffic offences

i.

6.2

Other land transportation activities carried out by the Contractors

Where traffic offences concern the transport of PLI products they must be communicated
within 24 hours.

PLI shall monitor the HSE performance of carriers and ensure all carriers comply with HSE requirements.
Carriers with poor HSE performance must implement all necessary actions subject to being removed
from the PLI register of suppliers.

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Appendix 3: Example of pre-journey Assessment Checklist

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Appendix 4: Example of Daily Vehicle Inspection Checklist
DAILY VEHICLE INSPECTION CHECKLIST

DATE:____________________

DRIVER:_________________________________________

LORRY NO:_______________________________

TANKER NO:_______________________________________

Please tick if OK
CHECK RADIATOR WATER

____________________________

REMARKS

CHECK ENGINE OIL LEVEL

____________________________

CHECK BRAKE & CLUTCH FLUID LEVELS

____________________________

CHECK BATTERY WATER LEVEL

____________________________

CHECK WIPER WASHER LEVEL

____________________________

DRAIN AIR TANKS

____________________________

CHECK BOTTOM AIR VALVES

____________________________

CHECK CLUTCH FREE PLAY/BRAKE PEDALS

____________________________

CHECK TOWING HOOK

____________________________

CHECK TYRES & TYRE PRESSURES

____________________________

CHECK WHEELS BOLTS TIGHTENING

____________________________

CHECK TOOLS - (WHEEL SPANNER, JACK & HANDLE, SPARE TYRE)

____________________________

CHECK ALL ELECTRICALS (WIPER, LIGHTS, HORN, ETC)

____________________________

CLEANLINESS OF VEHICLE

____________________________

CHECK PPE (HELMET, SAFETY GLASSES, GLOVES, SAFETY SHOES, HARNESS

WITH SAFETY HOOK, HIGH VISIBILITY CLOTHES )

____________________________

CHECK FIRE EXTINGUISHER (LEVEL GAUGE)

____________________________

CHECK GRIP WEDGE INTEGRITY

____________________________

FAULTS

REPORTED TO:

_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

________________________
________________________
________________________
________________________

SIGNATURES : DRIVER _________________________

SIGNATURES : SUPV________________________________

REPAIRS COMPLETED BY: __________________________________

Workshop Comments:

CHECKED BY WORKSHOP FOREMAN: __________________________

DATE: ________________
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Appendix 5: Example of Drivers Log Book

Time

Mileage
Travelled

Location

Activity

0600

Hauliers place

Start work

0600 0630

Hauliers place

Refuel lorry, drivers' meeting & lorry inspection

0630 0700

10 km.

Hauliers place to Depot

Drive

0700 0800

Depot

Load lorry with product

0800 1100

150 km.

Depot to 1st customer

Drive

1100 1200

1st customer

Offload product into customers tank

1200 1300

60 km.

1st customer Rest area

Drive

1300 1330

Rest area

Break (rest/lunch)

1330 1500

90 km.

Rest area 2nd. Customer

Drive

1500 1600

2nd customer

Offload product into customers tank

1600 1700

50 km.

2nd customer hauliers place

Drive

1700 1730

Hauliers place

Debrief supervisor

1730

Hauliers place to home

Finish work

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Appendix 6: Driving Hours Record
Mon

Tue

Wed

Thu

Fri

Sat

Sun

Total

Actual

Actual

Plan

Actual

Plan

Actual

Plan

Actual

Plan

Actual

Plan

Actual

Plan

Actual

Plan

No. Name of Driver

Working
Driving

Working
Driving

Working
Driving

Working
Driving

Working
Driving

Working
Driving

Working
Driving

Working
Driving

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Appendix 7: Vehicle Entry Certificate and entry label for all European sites

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Appendix 8: Example of Route Hazard Assessment (KLCC to Kuantan)

Multiple sharp
corners. Speed limit
ranging from 60
km/hr to 90 km/hr.

Beware of uneven
road along east
coast expressway.

Sharp corner.
Speed limit
60 km/hr.

Note:
The Route Hazard Assessment can be conducted based on the best available resources like Google
Map, Global Positioning System (GPS) or any other practical means in order to identify the hazard at
the critical area especially at the accident hot spot by referring to the past statistics.

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