Dear Vendor/contractor,

The Company is committed to achieving a high level of HSE performance.

To this end it is our Policy to assess the HSE system of all suppliers or contractors.
In the absence of ISO14001:2004/2009 and OHSAS18001:2007 Certification, we require more
information on the details of the supplier/contractor HSE system and performance.
Please,
Complete the HSE questionnaire attached and supply objective evidence where
requested.
(As stated in Red colour)

VENDOR/CONTRACTOR HSE PREQUALIFICATION

General:
1

This questionnaire covers the information required to assess the extent to which HSE and
its management are organized by the contractor or vendor

The contractor or vendor should cover all (including support) activities.

The questionnaire should be completed by contractor/vendor line management.

Complete answers substantiated by supporting documentation as far as is practicable

are required.

Responses and any supporting documentation must relate specifically to the policy and
organizational arrangements of the Organization that would be the signatory of any
contract or Purchase Order.

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Questionnaire for contractor/vendor HSE Pre-qualification

Requirements

Questionnaire items and requirements

Contractor/vend
or Responses

Section 1: Leadership and Commitment

(i) Commitment to HSE
through leadership

Explain how senior Managers personally involved in HSE

management.
Describe the evidence of commitment to HSE at all levels of
the organisation.
Explain how a positive culture towards HSE matters is created
and maintained.

Section 2: Policy and Strategic Objectives

(ii) HSE Policy documents

Describe your Organization HSE Policy.

Note:
Provide an approved copy.
Explain how to manage overall and final responsibility for
HSE in your organisation.
Note:
Provide a copy of :
1) HSE Management representative assignment roles&
responsibilities
2) HSE Site Coordinator assignment roles & responsibilities

Explain how to control overall and final responsibility for

HSE in your organisation.

Note:
Provide a copy of :
1) HSE Manual
2) Job descriptions for HSE concerned personals

Explain how to manage the responsibility for this Policy

to be carried out at the organization premises

Note:
Provide a copy of:
1) HSE Manual
2) HSE Management representatives Name, title and
experience).

Explain how to manage the responsibility for this Policy

to be carried out at on site where your employees are
working in the organisation.

Note:
Provide a copy of HSE Coordinator in organization sites Name,
title and experience.
(ii) Availability of Policy
statements to
employees

Explain the methods by which you have made your

employees aware of the elements of your HSE Policy
statement.

Describe your arrangements for advising employees of

changes in the Policy.

Section 3: Organization, Resources and Competence

(i) Organisation commitment and
communication

Explain how management is involved in HSE activities,

objective-setting and monitoring.

Explain how your Organization is structured to manage

and communicate HSE effectively.

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Describe your provisions and arrangements to make for

HSE communication meetings.

(ii) Competence and

Training of HSE

Describe the basis for formal HSE training.

(iii)
Competence and
General HSE training

Explain your arrangements to ensure that all new

employees have knowledge of basic industrial HSE, and
to keep this knowledge up to date.

Explain your arrangements to ensure that all new

employees also have knowledge of your HSE policies and
practices.

Explain your arrangements to ensure that all new

employees have been instructed and have received
information on any specific hazards arising out of the
nature of the activities.

Details the HSE training courses you provide for

employees.

Explain your organization arrangements to ensure

existing staff HSE knowledge is up to date.

Note:
If training is provided in-house please give details of content.
(iv) Specialised training

Describe how to identify areas of your Organization's

operations where specialised training is required to deal
with potential dangers.

Note:
Itemise and provide details of training given.

Explain in details how to identify Hazards, assess and

control work if the specialised work involves radioactive
materials, asbestos, chemical or other occupational
health hazards.

(v) HSE qualified staff additional training

Explain how does your Organization employ any staff

who possesses HSE qualifications that aim to provide
training in more than the basic requirements.

(vi) Assessment of
suitability of
subcontractors/ subvendors or other
companies

Explain how do you assess:

1) HSE competence.
2) HSE record of the subcontractors /sub-vendors and
companies with whom you place contracts.

Explain the process of spelling out the standards your

Organization requires to be met.

Explain how you ensure these are met and verified.

Section 4: Risk evaluation and Management

(i) Hazards and effects
assessment

Describe your techniques used within your organization

for the identification, assessment, control and recovery
of safety hazards and environmental effects.

(ii) Exposure of the

workforce

Explain how you manage and control any systems to

monitor the exposure of your workforce to chemical or
physical agents.

(iii) Handling of chemicals

Explain how your workforce is advised on the properties

of chemicals encountered in the course of their work.

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(iv) Personal protective

equipment

(v) Waste management

Explain your organizational arrangements for provision

and upkeep of protective clothing, both standard issue,
and that required for specialised activities.

Explain your organization system processes for

identification, classification and management of waste.

Section 5: Planning, Standards and Procedures

(i) HSE or operations
Manuals

Describe your organization HSE Manual (or equivalent)

which describes in detail your approved HSE working
practices relating to your work activities.

Note:
Provide a copy.

(ii) Equipment control and

maintenance

(iii) Standards

(iv) Road Safety

Management

Explain how you ensure that the working practices and

procedures used by your employees are consistently in
accordance with your HSE Policy objectives and other
arrangements.

Explain how you ensure that plant and equipment used

within your premises, on-site, or at other locations by
your employees are correctly registered, controlled and
maintained in a safe working condition.

Explain the process of defining and communicating the

standards you require to be met.

Explain the process of how to ensure these are met and

verified.

Explain the process of your organization overall structure

for producing, updating and disseminating standards.

Explain your organization arrangements for combating

road and vehicle incidents.

Section 6: Implementation and Monitoring

(i) Management and

performance
monitoring of work
activities

Describe in details your organization arrangements for

supervision and monitoring of performance.

Explain the type of your organization used performance

criteria

Note:
Provide actual examples

(ii) HSE performance

achievement awards

Describe your organization arrangements for passing on

any results and findings of this supervision and
monitoring to your:
1) Local management.
2) Employees.

Has your organisation received any awards for HSE

performance achievement? Give details.

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(iii) Statutory notified

incidents /dangerous
occurrences

Explain how your organization handles required statutory

communications of incidents.

Describe how to benefits from any occurred Incidents in

the last five years (safety, occupational health and
environmental).

Note:
Provide an actual example with statistic analytical details
(iv) Improvement
requirement and
prohibition notices

Explain how your organization deals with improvement

requirement or prohibition Notices by the relevant
National body, regulatory body for HSE or other enforcing
authority

Note:
Provide an actual example with statistic analytical details

Explain how your organization deals in case of being

prosecuted under any HSE legislation in the last years.

Note:
Provide an actual example with statistic analytical details
(v) HSE Protective
Equipment

Explain how to ensure that the special Protective

Equipment are inspected and in good order.

Note:
Provide actual List of used Protective Equipment

Describe how to review the requirements for PE's, their

effectiveness to control the risks, and the level of
compliance,

Note:
Provide results or recommendations or the review
(vi) HSE performance
records

(vii)Incident investigation
and reporting

Explain your process to maintain records of your

incidents and HSE performance for the last years.

Note:
Provide documents with the following details for each year:
1) Number of Fatalities
2) Number of Lost Time Injuries, 3) Number of medical Treatment cases,
4) Number and type of injuries,
5) Total hours worked by workforce for each corresponding
year
6) Lost time Injury Frequency Rates,
7) Your company definition of a Lost Time incident.

How do you record health and safety performance?

How do you record environmental performance?

How often is HSE performance reviewed?

Describe the process and authority for reviewing HSE

performance

Describe the procedure reporting and investigating

incidents.

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Describe how findings following an investigation, or a

relevant incident occurring elsewhere, are communicated
to your employees.

How Near misses are reported?

Section 7: Inspection, Audit and Review

What is your programme for HSE inspections
(i) Inspections, Auditing &
Management Review
Describe the main findings from inspections and how you
Meetings
handle these.

What HSE audits are carried out for?

Describe the results from these audits.

Describe how you verify the effectiveness of auditing

Explain how management follow up audits.

Note:
Provide a copy of :
1) last actual HSE audit report
2) Last actual HSE Management review Meeting
Section 8: HSE Management - Additional Features
(i) Memberships of
Associations

State the details of membership of any industry, trade or

HSE organisation.

(ii) Additional features of

your HSE management

State details of any other HSE features or arrangements

not described elsewhere in your response to the
questionnaire.

Contractor/vend
or Responses

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