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CONTRACTOR EHSSQ REQUIREMENTS DOCUMENT

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  • CONTRACTOR EHSSQ

    REQUIREMENTS

    DOCUMENT

  • HS.MAN.01

    INDEX

    SECTION 1 Contract Management 1. Introduction 2. Purpose 3. Scope 4. References 5. Definitions 6. Contractual Requirements 7. Contractor Site Access & Work Requirements 8. EMAL Core Values 9. EMAL IMS policy statement 10. EMAL EHS policy statement

    SECTION 2 General Safety 11. Site Rules 12. PPE 13. Housekeeping 14. Pre-Work Checklist 15. PTW 16. LOTOV

    SECTION 3 Specific hazards 17. Abrasive Wheels 18. Cartridge Tools 19. Confined spaces 20. Electricity and electrical equipment 21. Ergonomics 22. Excavation 23. Hazardous substances 24. High pressure tools and equipment 25. Hot work 26. Lifting equipment 27. Mobile equipment and transport 28. Noise 29. Radiation 30. Scaffolding 31. Signs, signals and barriers 32. Work at height 33. Work over water

    SECTION 4 Fire SECTION 5 Occupational Health and Hygiene SECTION 6 Environment SECTION 7 Security SECTION 8 Quality SECTION 9 Attachments

  • HS.MAN.01

    SECTION 1 CONTRACT MANAGEMENT (HS.SAF.09) 1. INTRODUCTION

    It is essential that there is a clear understanding by all concerned on the basic health, safety and environment principles to be applied at EMAL when work needs to be carried out by contractors. This approach is necessary to ensure that current legislation, procedural and industry guidelines are adhered to and both the Contractor and EMAL meet their statutory obligations. The selection of contractors based upon their safety and environmental awareness credentials is essential. Contractors must be able to prove their commercial and technical competence and the competence of their staff at all levels to undertake the work. 2. PURPOSE The purpose of this procedure is to promote the health, safety and environmental responsibilities of contractors and EMAL employees by establishing minimum standards for control during contract work on EMAL premises. In the contract specification EMAL will provide appropriate health, safety and environmental information to the contractor regarding the contract work. This information could include details of the environment within which the work will be carried out (risk assessments), existing drawings and design information, hazardous substances present, arrangements for site access, temporary accommodation and lay-down and storage areas, potential overlaps with EMAL and other contractors' activities, specific site rules to be observed and arrangements for liaison with EMAL during the execution of the contract. In the arrangements for managing the contract work the contractor shall take account of the information provided by EMAL particularly with regard to any hazards to health, safety and environment. The contractor shall also take account of any hazards created in carrying out the work. This document describes the arrangements required from the contractor for the management of health, safety and environment and highlights the most common hazards and hazardous activities encountered during work on EMAL premises together with the minimum acceptable standards for control to be exercised by the contractor. The list of hazards and hazardous activities is not to be considered exhaustive but contains those most frequently encountered. 3. SCOPE This document shall apply to all EMAL main contractors, subcontractors, contracted services, vendors and visitors working on the site. For the purposes of this document all parties will be collectively referred to as the contractor or contractors. This document does not in any way relieve contractors from their contractual requirement to comply comprehensively with all EMAL EHS procedures and standards.

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    Relevant standards and procedures shall be consulted for further details and guidance as specific issues arise. This document does not in any way relieve contractors from their legal obligation to comply with all aspects of legislation as laid down by the relevant UAE authorities. 4. REFERENCES

    HS.SAF.09 EHS Contractor Management 5. DEFINITIONS

    5.1. Manpower Supply A manpower supply contractor carries out employee roles under the direct supervision of EMAL. 5.2. Contractor Individuals, companies, partnerships or corporations who enter into contracts to execute work and/ or provide services to EMAL and who are not directly controlled or supervised by EMAL 5.3. Sub-Contractor Person who either solely, or as part of an organization, is employed by the principle contractor to carry out specified and agreed duties as part of the overall Project. Subcontractors must comply with the same requirements as contractors. The main contractor shall be responsible for all sub-contractors. 5.4. Service Provider A person who either solely or as part of an organization, and/or is employed by a contractor to carry out specified or agreed duties. Terms and conditions may be by a purchase order, written contract or implied conditions.

    5.5. Site Conditions

    It is a list of the EMAL standards, policies, procedures, work practices and risk assessment of the area where the job will be done.

    5.6. Scope of the work

    Scope of work is detailed work description that includes the EHS minimum expectations for the work.

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    5.7. Third party inspection

    A person, organization or a company that is an accredited by an authority having

    jurisdiction over inspection and testing of equipment, system, facility to perform and

    operate in UAE.

    5.8. EHS Plan

    An EHS plan is a document prepared by the contractor, which describes the health, safety and environmental arrangements that the contractor plans to put in place during the project in its different phases to avert any EHS accident. An EHS plan shall also detail the emergency response procedures that will be put in place. This document shall be signed by the contractor EHS representative and contractor responsible person/ Project Manager.

    5.9. Method Statement

    A Method Statement is a document, which describes steps required to complete a particular job safely.

    5.10. Risk Assessment

    A document that identifies hazards encountered in each step of a job and defines control

    measures to prevent release of those hazards. It further calculates the risk level in each

    step and adds more controls, if required so that the residual risk is as low as reasonably

    practice (ALARP).

    5.11. ALARP (As Low As Reasonably Practicable)

    "ALARP" is short for "as low as reasonably practicable". Reasonably practicable involves

    weighing a risk against the trouble, time and money needed to control it. Thus, ALARP

    describes the level to which we expect to see workplace risks controlled.

    6. CONTRACTUAL REQUIREMENTS 6.1. Statutory and Contractual Responsibilities The contractor shall ensure that his employees, those of his sub-contractors and any other agent acting on behalf of the contractor comply with all applicable aspects of health, safety and environmental legislation. The contractor shall also ensure the achievement and maintenance of the health; safety and environmental standards contained in Approved Codes of Practice and other recognised guidance documents. In addition to statutory responsibilities as employers, self employed persons or employees, all contractors, sub-contractors, their employees and agents must comply with EMAL

  • HS.MAN.01

    procedures specified in the contract, including the EHS site access permit and security clearance processes. 6.2. Contractor's Representative for Health and Safety Is a responsible person who has been nominated by the contractor, subcontractor or contracted service provider and who has knowledge and technical background of EMAL EHS Standards for the scope of the work. 6.3. Contractors Site Representative Contractors site representative is a responsible person who has been nominated by the contractor, subcontractor or contracted service provider and who has knowledge and technical background for carrying out the scope of the work safely. 6.4. EMAL Contract Owner EMAL contract owner is the EMAL person in charge of the project / work /services. 6.5. EMAL Contract User Shall be a competent person who can be the Contract Owner who will utilise the contract, once let, in a correct and appropriate manner with due regard to all aspects including safety, value for money, putting to work etc in line with those procedures and agreements set out in the contract details and EMAL Procedures. 6.6. Contract Management It is EMALs policy that the arrangements for the management of the environment and health and safety during the contract are established and agreed before work commences on site. This process will be completed prior to contract placement and will include the provision of health and safety and environmental information to the contractor in the tender specification. EMAL requires that the contractor fulfils the commitments made in the statement of health and safety and environmental policy as submitted and that the contractor's management and other employees fulfil the responsibilities placed upon them in that statement. The Health and Safety Policy Statement shall be dated and signed by the Contractors most senior management representative responsible for health and safety. The policy will address the following health and safety management criteria 6.6.1. Health and Safety Plan At a time specified by the EMAL Contract Owner and prior to commencement of work on site the contractor shall prepare and submit a contract specific health and safety plan. The

  • HS.MAN.01

    extent of the plan should be appropriate to the nature and complexity of the work to be undertaken. The size of the contract shall have no bearing on the process that shall be used for hazard identification and control. For smaller and short term contracts it is recognised that the extent of planning and information will not be the same, but does not mean that the planning process should not be followed. All contractors must be able to show a reasonable level of health and safety understanding and management. The plan should explain in detail how health and safety would be managed during the contract works. In particular the plan should include: -

    The organisational arrangements including the names of those primarily responsible for the management of health and safety on site.

    The contractor's arrangements for ensuring the competence of employees and subcontractors.

    Arrangements for site induction training, which includes an assessment of language or literacy needs that are identified and accommodated within H&S induction.

    Details of preventive and protective measures for the control of all reasonably foreseeable hazards and hazardous activities that may be encountered during the works. The hazards will include those highlighted by EMAL in the specification together with those that may arise due to the contractor's activities on site. The control measures shall meet the standards laid down in subsequent sections of this booklet.

    A list of activities for which individual method statements will be developed and the arrangements for vetting method statements provided by sub-contractors.

    Details of health and safety rules to be observed by employees and subcontractors.

    Arrangements for communicating with employees and other contractors on matters affecting their health and safety.

    First aid, welfare and emergency arrangements.

    Arrangements for monitoring compliance with health and safety and environmental requirements.

    Arrangements for review of the plan It should be noted that ultimate responsibility to plan for health and safety lies with the contractor and that the provision of a health and safety plan to EMAL does not absolve the contractor from this responsibility.

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    The EMAL Contract Owner may, for short duration and low risk work, permit the contractor to submit a shortened version of the health and safety plan described above. 6.6.2. Risk Assessments, Method Statements and Job Safety Analysis EMAL will undertake an Initial Risk Assessment before a work specification is compiled to identify any specific risks that the contractor may be exposed to during the contract works on site. EMAL shall provide to the contractor at the tendering stage an area risk assessment of the hazards present on the EMAL site and the controls measures that have been put in place. The contractor will prepare and have available written risk assessments, in accordance with the appropriate legislation and guidance, specific to the operations to be carried out. Where a significant risk is identified the Contractor will provide copies of their risk assessment to the EMAL Contract Owner together with a written statement of the proposed method of carrying out the work and controlling the risks including environmental risks. The Contractor will ensure and be able to demonstrate, that information is communicated to affected employees and sub-contractors concerning the assessment of risks and methods of carrying out work to reduce risk. The contractor is required to obtain from their sub-contractors site safety plans, method statement and risk assessments for approval before sub-contractor work commences and allow the EMAL person responsible to audit them when requested Where a risk assessment is not available for a task, the contractor should carry out a job safety analysis (dynamic risk assessment). 6.6.3. Cooperation While Contractors have full responsibility for the management of health, safety and environmental aspects of their work they shall nevertheless co-operate with EMAL and other Contractors. Contractors shall co-ordinate the activities of their sub-contractors and obtain their co-operation in ensuring that the health, safety and environmental requirements of the contract specification are satisfied and that there is compliance with all aspects of health, safety and environmental legislation, authoritative guidance and with the contract health and safety plan, environmental plan and method statements. Contractors shall ensure that a safe and healthy workplace and working environment is established and maintained at all times. 6.6.4. Competent Health and Safety Assistance The Contractor shall have access to competent persons who can provide assistance and advice on all relevant aspects of health and safety. This assistance may be provided by a visiting Safety Adviser who will co-ordinate the health and safety activities of the contractors and sub-contractors' employees. Where the contractor and sub-contractors

  • HS.MAN.01

    on site together number more than 50 persons; the Safety Adviser shall be resident on site. Any alternative to this requirement must have approval of the EMAL Contract Owner. If a resident Safety Adviser is necessary the contractor shall submit for approval the name of their proposed full-time Safety Adviser, together with a summary of this adviser's education, vocational health and safety training and relevant site experience. This shall be accompanied by the Safety Adviser's job specification. The information to be submitted before the contractor commences work on site. 6.6.5. Sub-contracting The contractor shall be able to demonstrate that he has applied selection procedures which ensure that his sub-contractors are demonstrably competent to perform the works safely. The contractor shall notify to EMAL the names of sub-contractors he intends to appoint in advance of entering into a contract with any such sub-contractor. 6.6.6. Site Induction Training The contractor shall ensure that all of his employees and employees of sub-contractors shall have successfully completed EMAL site-specific health and safety induction training before commencing work on site. The induction training alerts employees to site requirements, emergency procedures, potential hazards and precautionary measures established on the site. 6.6.7. Competence The contractor shall ensure that all personnel on site have the necessary skills; knowledge and training to carry out their roles and deal with the work conditions on site, including environmental awareness. The certificates of competence for all types of training and awareness should be made available to EMAL during the site access permit application process and be available for inspection for the duration of the contract. 6.6.8. Incident Management and Reporting All incidents with or without injury shall be recorded, reported and investigated. Any incident not reported to EMAL will be considered a serious safety violation and could result in disciplinary actions against the company. All incidents resulting in injury the injured person must be taken to the EMAL Clinic for assessment and where necessary treatment. Should the incident require emergency response, the emergency response switchboard should by contacted by phoning 2111. The EMAL Contract Owner and/or administrator should be notified immediately. The preliminary investigation should be conducted immediately by the contractors supervisor and nominated EHS representative. The contractor EHS representative should

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    send a copy of the investigation to the EMAL EHS team within 24 hours. Contractors are required to prepare a safety flash to discuss the incident details and preliminary root causes and actions the following day. Copies should go to the EHS Co-ordinator for Contractors, the EHS Co-ordinator for the department and the EHS Administrator. EMAL follows the OSHA system of incident reporting and as such incidents are classified in the following way:

    Major Incident

    Lost time injury

    Restricted Work

    Medical Treatment

    First aid

    Damage Incident

    Near Miss 6.6.9. Monitoring The contractor shall monitor his performance and that of his sub-contractors to ensure that the standards set in the contract health and safety plan and method statements are being achieved. Monitoring will include:

    Investigation of all incidents, near misses and environmental incidents to establish basic causes and recommend appropriate improvements in control;

    Weekly site inspections at all areas of work, including sub-contractors. EMAL reserves the right to audit all aspects of the management of health and safety or environment on site at any time. 6.6.10. Meetings Before the commencement of work on site, the EMAL Contract Owner/User will arrange a meeting with the contractor's representative at which the implications and extent of the health and safety and environmental requirements for the contract will be discussed. This discussion will include: (a) The names of the contractor's management team and site representatives. (c) EMALs LOTOV procedures and how they affect and/or will be applied by

    the contractor. (d) That the contractor is aware of potential hazards and precautionary

    procedures established on the site and that his nominated safety document recipients (Receiving Authority) are thoroughly conversant with EMALs safety document procedures.

    (e) The location of scrap and waste disposal / recycling points, with particular

    reference to special requirements relating to the safe disposal of dangerous or hazardous substances.

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    (f) Any equipment to be used for carrying out the works e.g. lifting equipment, tools etc meet EMALs standards.

    (g) Precautions to be taken by the contractor to protect others who may be

    affected by the contractor's activities, including normal operations. (h) The system of communication to ensure it will operate effectively between all

    concerned and that changes in circumstances and conditions of work are discussed and arrangements revised accordingly.

    (i) Arrangements for emergency rescue, communication, first aid and fire alarm

    procedures. (j) Arrangements for the provision and maintenance of welfare facilities Minutes of the above meeting shall be circulated to the contractor and EHS team by the Contract Owner/User. During longer term contracts the contractor will hold regular internal Site Health and Safety Meetings on the EMAL site. The contractor shall chair these meetings and shall be represented at a senior contractor management level, and by his nominated Safety Adviser. Management representatives and Safety Advisers from each sub-contractor shall attend the meetings. The purpose of the meeting is to discuss, co-ordinate and resolve all health and safety matters of concern and examine current and future activities to ensure a consistently high standard of health and safety on site. EMAL reserves the right to observe the proceedings at site safety meetings chaired by the Contractor. In addition long term contractors shall attend EHS Sub-Committee Meetings. Manpower supply contractors shall be included in the EMAL operational/department committee meetings and long term contractors shall send their EHS Representative to the Contractor EHS Sub-Committee Meetings. 6.6.11. Imminent Danger Any Representative of EMAL will have the authority to stop the work of a contractor or sub-contractor if, in their opinion, it is necessary in the interests of health and safety. EMAL will accept no liability for any loss incurred by the contractor due to the work being stopped. 6.6.12. Safety Audits

    EMAL will, throughout any works or construction project, undertake audits of the environmental and safety arrangements and systems used by the contractor. The audits will determine the level of compliance with statutory legislation, site procedures and arrangements. These audits can be of a formal or general nature and may be undertaken by EMAL staff or independent auditors.

  • HS.MAN.01

    The contractor in line with current legislation and site procedures must address recommendations from these audits as soon as practicable.

    6.6.13. Contractor Self Audit

    Main contractors employing sub-contractors and others should arrange audits of these sub-contractors and others throughout any works or construction project. Audits should be at regular intervals and determine compliance with statutory legislation, the main contractors procedures and EMALs procedures.

    Recommendations from these audits must be made known to all relevant personnel and addressed as soon as is practicable. 6.6.14. Monitoring of Sub-Contractors

    Contractors should monitor the implementation of any recommendations proposed by them to their sub-contractors and others to ensure their compliance. 6.6.15. Pre work briefing / toolbox talk A daily briefing should be carried out for all personnel under the control of the contractor to address changes in conditions, the tasks to be performed and refresher on high-risk hazards. 6.6.16. Safety non-compliances / black points Non-compliance will be classed as any breach of legislative or EMAL health, safety and environment rules and procedures. All violations are communicated using the EMAL health and safety notification standard and should notified to the EHS Co-ordinator for Contractors or the EHS Co-ordinator for the relevant department. If non-compliance is considered to be serious then black points may logged against the contractor company. The maximum number of points that can be logged against a contractor in one year is 23 i.e. a contractor cannot have more than one high risk non-compliance before action is taken. Should a contractor reach 24 black points within the space of a year, an assessment panel comprising of EHS, Supply Chain and the Contract Owner/Administrator will be formed. This panel will decide on the course of action to be taken against the contractor. Where there are a number of repeat offences EHS may request that an assessment panel is formed to address the issues. The number of black points accumulated by a contractor will be logged in the site access permit system and may determine future suitability when EMAL are letting contracts. When a safety violation has been issued to a contractor, an incident investigation must be carried out and the normal incident reporting process followed. The decision of EMAL EHS is assigning black points is final.

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    Classification of general non-compliances LOW RISK

    Minor faults with equipment such as:

    o Portable tools/electrical equipment o Welding equipment o Generators o Compressed air o Welfare facilities o Storage areas o Containers not properly identified

    Poor housekeeping

    Smoking in non-designated areas

    PPE non-compliance first offence As classified by EHS

    Number of points per offence/repeat offence

    1st

    Notification 1

    2nd

    Notification 2

    3rd

    Notification 4

    4th Notification Assessment by EHS

    MEDIUM RISK

    Non compliance with rules and procedures related to: o Information related to equipment and personnel e.g providing incorrect or

    false documents. o Inspection of access and fall prevention equipment o Inspection and maintenance of lifting equipment o General equipment maintenance o As classified by EHS

    Number of points per offence/repeat offence

    1st

    Notification 4

    2nd

    Notification 6

    3rd

    Notification 10

    4th Notification Assessment by EHS

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    HIGH RISK

    Failure to stop work immediately when asked because of reasons pertaining to the health, safety and protection of personnel, plant or the environment.

    Breach of a safety rule or procedure that could have led to a major incident.

    Executing work without EHS plan approval.

    Soil, water or air contamination.

    Using unsafe scaffolding

    Breach of PTW or LOTOV rules and procedures.

    As classified by EHS.

    Number of points per offence/repeat offence

    1st

    Notification 10

    2nd

    Notification 14

    Classification of vehicle and driving related non-compliances

    Non-compliance Black Points 1

    st offence

    Black Points 2

    nd offence

    Not wearing a seatbelt whilst driving 6 7

    Not giving way to hot metal vehicles 4 5

    Exceeding the speed limit by up to 10 km/hr

    5 7

    Not stopping at a STOP sign 4 6

    Using a Mobile Phone while driving 6 7

    Overtaking in forbidden areas 4 6

    Parking in non designated areas 2 4

    Leaving the vehicle with the engine running

    2 4

    Not reporting a damage incident caused by mobile equipment.

    12 -

    Reckless driving. 12 -

    Exceeding maximum speed limit by more than 40km/hr in the plant.

    12 -

    Overtaking by heavy vehicles in forbidden areas

    12 -

    Driving on the hard shoulder inside EMAL.

    6 7

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    Blocking a fire hydrant/ fire point by parking in front of them.

    4 6

    Parking in places designated for VIPs/ People with Special needs or ambulance.

    3 5

    Driving against traffic on a one way. 4 6

    Failure to leave a safe distance. 4 6

    Not giving way to emergency, police or security vehicles in EMAL.

    4 6

    Driving a vehicle that does not comply with safety requirements as stated in mobile equipment pre-use checklist.

    4 6

    Allowing others to drive a vehicle/ mobile equipment for which they are unlicensed as per EMAL Mobile Equipment License** In such cases, black points will be given to the supervisor of the person.

    6 7

    Loading a heavy vehicle/ mobile equipment in a way that may cause danger to others on the road.

    4 6

    Overload or protruding load from a heavy vehicle/ mobile equipment without permission.

    4 6

    Not giving pedestrians way on pedestrian crossings.

    6 7

    Throwing waste from vehicles onto roads including cigarette butts.

    4 6

    Stopping vehicle on pedestrian crossing. 4 6

    Parking behind vehicles/ mobile equipment and blocking their movement.

    4 6

    Prohibited entry. 4 6

    Using vehicle for purposes other than designated.

    5 6

    Writing phrases or placing stickers on company vehicle/ mobile equipment without permission.

    4 6

    Not taking road safety measures during vehicle/ mobile equipment breakdowns.

    4 6

    Reversing dangerously. 4 6

    Not engaging parking brakes when the vehicle/ mobile equipment is parked.

    4 6

    Driving at night or in foggy weather without lights.

    4 6

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    Not using indicators when changing direction or turning.

    3 5

    Abuse of parking space. 2 4

    Not showing EMAL driving license when required.

    5 7

    6.6.17. Supervision All contractor employees shall be, at all times, under proper supervision when working on EMAL premises. Where a contractor is both employer and employee, or where he has only one or two employees working on site (and accordingly does not have specifically designated supervisors) the contractor should ensure that both he and his employees are competent to work unsupervised. Any contractors coming to the EMAL site must have a point of contact that is responsible for their work activity, i.e. the EMAL Site Representative (Contract Owner). The correct level and competence of supervision is a major factor in providing a safe working environment and the following points summarise the level of supervision expected from the contractor for both his staff and those of any sub-contractors:.

    Appoint a suitably qualified and experienced supervisor to monitor the work and ensure that an appropriate level of safety supervision applies at all times.

    Ensure that supervisors are both familiar and comply with EMAL safety procedures.

    Empower supervisors to take immediate action on any matters of safety and inform the EMAL Contract Owner of any changes in working conditions or activities which might create a safety hazard to the contractors employees or any others on the site.

    Carry out regular inspections to ensure that the site supervisors are undertaking their duties correctly

    Ensure that all supervisors are made aware and implement any new health and safety procedures/standards that apply to the work being undertaken on the EMAL site.

    Supervisors should communicate all issues on health and safety to the EMAL Contract Owner and the contractor company management.

    Supervisors should ensure that no work is undertaken without a suitable risk assessment and Method Statement being produced and acted upon.

    Supervisors shall maintain adequate records relating to health and safety matters, tool box talks etc. This should include a daily roll call of the contractor workforce on the EMAL site in order that numbers can be satisfactorily accounted for in the event of fire or other emergency.

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    7. CONTRACTOR SITE ACCESS & WORK REQUIREMENTS The principles of EHS management for contractors or subcontractors apply regardless of the size of the contract. These principles are divided in four steps i.e. different life cycle phases of the project/work:

    Before hiring

    During hiring

    During work execution

    At the end of the work execution

    7.1. Before hiring

    7.1.1 Approved Vendor List:

    An approved vendor list shall be developed by supply chain department. Prior to enlisting the vendor in approved vendor list; the vendor must be vetted for H&S pre-qualification and approved by EHS Department.

    7.1.2 Requisites of Tender document

    In order to guarantee that the potential tenderers have all information, know all requirements and site conditions, the supply chain department will be in charge to attach to the project/ contract enquiry, the following documentation:

    EMALs EHS policy

    Relevant EMAL EHS Standards

    Contractor EHS requirements Book (Red book)

    Technical specifications

    Other info sent by the contract owner

    Risk profile of the project

    H&S Prequalification Questionnaire (HS.SAF.09.F01)

    After receipt of the tender, the EHS evaluation shall be carried out by H&S Department for suitability of the contractor to manage the risk profile of the project. If EHS Evaluation is positive then only the technical part shall be reviewed for further processing of the tender.

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    Exceed expectations for rating greater than 80%

    Acceptable for rating equal to or greater than 70%

    Not Acceptable for rating less than 70%

    Vendor Registration Process

    Online H&S Pre-Qualification Questionnaire to be filled and submitted by vendor for enlisting the vendor in approved vendor list.

    H&S Pre-Qualification will be assessed by Health & Safety Department

    After Evaluation

    Acceptable

    Tender Documents

    In order to guarantee that the potential tenderers have all information, know all requirements and site conditions, the supply chain department will be in charge to attach to the project / contract enquiry, the following documentation:

    EMALs EHS policy

    Relevant EMAL EHS Standards

    Contractor EHS requirements Book (Red book)

    Technical specifications

    Other info sent by the contract owner

    Risk profile of the project

    Vendor Evaluation

    After receipt of the tender, the EHS evaluation shall be carried out by H&S Department for suitability of the contractor to manage the risk profile of the project. If EHS Evaluation is positive then only the technical part shall be reviewed for further processing of the tender.

    Cannot apply for Tender

    Yes

    No

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    7.1.3. Contractor prequalification

    Prequalification is a mandatory requirement for all contractors who wish to work for EMAL with the exception of the conditions stated for Service Providers. Contracts can only be awarded by EMAL to pre-qualified contractors. The EHS Pre-Qualification Questionnaire (HS.SAF.09.F01) is to be sent with the enquiry documents to all proposed tenderers, if they are not already pre-qualified. When the completed prequalification questionnaire is returned by the contractor, the supply chain department will invite EHS department to nominate an assessor for the prequalification. Assessor shall be an EHS professional who will evaluate the contractor based on the information and documents submitted with the pre-qualification questionnaire.

    Reviewer shall be selected by the supply chain department and it shall be a manager or above who has expertise in relevant scope for which the contractor is pre-qualifying. Once pre-qualification submission of a contractor is evaluated, the questionnaire will be kept in contractor documentation file.

    To be placed on an approved contractor list, a contractor must obtain at least 70% rating in EHS prequalification alone. If the contractor fails to score equal to or greater that 70% then the technical bid shall not be considered for an evaluation of awarding.

    The following categories will be assigned to the contractors based on their pre-qualification ratings:

    Exceed expectations for rating greater than 80%

    Acceptable for rating equal to or greater than 70%

    Not Acceptable for rating less than 70%

    Note: If a contractor scores less than 70%, he will be notified, in detail, of the gaps that he needs to close for increasing his score and pre-qualifying to work in EMAL.

    7.1.4 EHS Standards

    Supply chain department shall send a CD containing all EMAL EHS relevant standards to the potential tenderers along with the contract enquiry.

    7.1.5 Plant Visit

    For big projects or when requested by the project/ contract owner, all proposed tenderers shall visit the plant before sending the offer, in order to clarify the scope of the work and to know the site conditions. The plant visit shall be recorded and sent to the supply chain department and archived in the contractor file.

    7.2. During hiring

    Once the contractor is selected based on item 7.1.2, the supply chain department will request the contractor to meet following EMAL requirements and submit appropriate

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    documentation related to the following to EMAL contract owner, at least 15 days prior to the start of the project.

    1.2.1. EHS Plan

    EHS Plan shall be submitted by the contractor to EMAL contract owner and EMAL EHS Coordinator for contractors, for review and comments. The EHS Plan must demonstrate proper arrangement of EHS management for risk controls to an acceptable level /ALARP. Only after approval of EHS Plan the contractor shall be allowed to mobilise the resources and facilities.

    1.2.2. Logistics plan

    An approved logistic plan, approved by EMAL Engineering, shall be submitted along with contractor site access permit. The logistic plan should clearly define the detailed arrangements of the lay down area, mode of transport for employees/equipment and the route to be taken for access/egress to the area.

    1.2.3. Contractor Site Representative and EHS Representative

    The contractor shall nominate a site representative and an EHS representative and notify EMAL in writing before start of the project. Normally, the site representative will be the in charge of the project or project manager from contractor and he shall have the overall responsibility for a safe execution of job. The EHS representative of the contractor shall be a person who will act as an EHS advisor for contractor employees and will oversee the day to day EHS responsibilities and tasks. Contractor EHS representative shall be approved by EMAL EHS. The EHS representative shall be exclusively used for EHS functions only and not for any other job. The minimum qualification for the EHS representative is a recognised University Bachelor Degree with Diploma in EHS or any EHS Degree equivalent certification by the recognised authority and 5 years minimum experience in EHS functions. An exception shall be granted if the contractors workforce is less than 50, then the contractors site representative with adequate experience, training and testing by EHS Department shall be considered for contractors EHS representative.

    1.2.4. Contractor employee list

    The contractor shall submit a complete list of its employees who will work on EMAL project. Form (HS.SAF.09.F02) shall be used for this purpose. This form includes employee personal details, qualifications, competency and training, evidences shall be attached including:

    EMAL work safe induction attendance sheet

    EMAL work safe induction test score 1.2.5. Chemicals SDS (Safety Data Sheets)

    The contractor shall provide EMAL a list of all chemicals along with their SDSs, which are to be used during the works. Form (HS.SAF.09.F03) shall be used for this purpose. Safety datasheets (SDS) shall also be available at the workplace.

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    The use of particular chemicals must be validated by EMAL EHS department.

    1.2.6. Inventory of all equipment, machines and power tools

    The contractor shall provide EMAL EHS with a complete list of all equipment and machines to be used on the project along with relevant documentation. Form (HS.SAF.09.F04) shall be used for the purpose. The documentation shall include a copy of the manufacturer instructions, and shall be available in the workplace, equipment certification (if applicable) and legal inspections by third party of all equipment and machines to be used in the project/ contract (welding machines, power generators, compressed air equipment, etc.).

    Quarterly Inspections shall be done on all equipments and machines by a qualified inspector appointed by the contractor and an inspection tag shall be posted in accordance with EMAL Electrical Safety Code / Portable electrical tools standard.

    EMAL can verify and inspect any equipment, inspection record. 1.2.7. Inventory of all standard free moving mobile equipment

    The contractor shall provide EMAL a complete list of all standard free moving mobile equipments and their related documentation (Police registration document, valid third party certification, latest inspection record, operator license and operators third party certification etc.) through Form (HS.SAF.09.F05)

    In order to obtain the mobile equipment entry authorization, the contractor will have to apply to EMAL Security department.

    1.2.8. Inventory of all lifting equipment

    The contractor shall provide EMAL a complete list of all lifting equipment like forklifts, mobile cranes, and truck mounted cranes, etc. This information to be provided on Form (HS.SAF.09.F14) along with valid third party inspection reports, operator license and operators third party certification. It shall also be noted that all lifting equipment will undergo inspection by EMAL Inspection Services Department before being allowed to use.

    1.2.9. Fall Prevention PPE

    The contractor shall provide complete list of all fall prevention PPE to be used on the project to EMAL. These include harnesses, lanyards, hooks, life lines, safety nets etc. EMAL form (HS.SAF.09.F06) shall be used for the purpose. The information required for PPE includes unique serial numbers, manufacturing date, last inspection date and accompanying record and the next inspection due date.

    Fall prevention PPE must be inspected by the contractors competent authorised inspector at least every 6 months and records of inspection attached to form HS.SAF.09.F06.

    An inspection tag shall be attached to safety harnesses and lanyards according to EMAL standards.

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    1.2.10. Lifting Tools (below the hook devices)

    The contractor shall provide complete list of all lifting tools to be used on the project to EMAL EHS. These include lifting/ rigging tools and accessories like slings, wire ropes, U-bolts and other such accessories. EMAL form (HS.SAF.09.F07) shall be used for the purpose. The information required for these tools includes unique serial numbers, manufacturing date, third party inspection records and certificates.

    It shall also be noted that all lifting equipment will undergo inspection by EMAL Inspection Services Department before being allowed to use. 1.2.11. EHS Training & Certification

    Contractor is responsible to provide competent people for the job it has been hired. This includes any specific training and certifications required by the law of the land. In addition to such trainings, EMAL specific training requirements are listed in the following table and should be complied (the list is not exhaustive and EMAL EHS department shall be consulted for any further guidance):

    Type of Work/ Access/ Activity

    Relevant EMAL Training Duration of training (Approx.)

    Long Term plant access Work Safe Induction 1 day

    Short Term & low risk Plant Access (special site access permit)

    General EHS Induction and specific area induction

    60 mins

    Access to Reduction Electrical safety in Pot rooms 2 hrs 30 mins

    Access to Cast house/ Reduction/ Rodding

    Molten Metal Hazard Overview

    2hr 30mins

    Performing hot work (e.g. Welding, Cutting, Grinding etc)

    Hot Work Operator 3hrs

    Access to Confined Spaces Confined Space Authorized Entrant & Attendant

    2hr 30mins

    Using safety harness Fall Protection PPE Use & Inspection

    2hr 30mins

    EMAL EHS will provide a Train the Trainer program for contractors. To attend this Train the Trainer program, the contractor employee/ EHS representative should have relevant EHS qualification and experience. Once the contractor EHS representative

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    successfully completes this program, a badge/ certificate is issued, authorizing the EHS representative from contractor to train and induct contractor employees for EMAL contract. An EMAL authorized contractor trainer will be able to conduct the following trainings for contractor employees:

    EMAL Work Safe Induction

    Hot Work Operator

    Confined Space Authorized Entrant & Attendant

    Fall Protection PPE Use & Inspection

    1.2.12. Medical Check-up Certificates

    Each contractor has to confirm that all its employees have gone through the regular

    medical checks for verifying fitness for duty. In case of following types of professions,

    additional check-ups/ medical surveillance will be required:

    Food Handlers Have to go through an annual check focusing on communicable diseases.

    Radiographers Have to go through periodic surveillance for radiation exposure.

    1.2.13. Access to the Site

    If applicable documentation is correct and as per EMAL standards, only then the contractor will receive an EMAL Contractor Site Access Permit Form (HS.SAF.09.F08) authorizing the contractor to enter EMAL premises.

    The access permit shall be signed by the relevant authorities from different departments/ areas such as contract owner, EHS department and Security. EHS will keep a copy of the access permit and all documentation in the contractors file.

    The access permit allows the contractor to request Security department for personnel badges and equipment entry authorizations.

    In exceptional circumstances, where a contractor needs to be brought in and used urgently to sustain operations, a special site access permit can be used. Form (HS.SAF.09.F09)

    Following are some other rules related to the contractor site access permit process:

    Each contractor company will be issued a unique contractor site access permit number.

    This unique number shall be referred by the contractor while filling contractor site access permit (FORM HS.SAF.09.F08) for any of the following:

    Renewal of Site Access Permit Extension of Site Access Permit for additional areas Extension of Site Access Permit for additional jobs Changes in the scope of work

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    All site access permits will have maximum validity of one year, after which they will have to be renewed and attached information i.e. employee list, equipment list etc.

    All sub-contractors to the main contractor will still come under the main contractor site access permit.

    1.3. During Work Execution

    1.3.1. Appointment of Contractor Receiving Authorities.

    To enable a contractor employee to receive a Permit to Work (PTW) from EMAL contractor site representative should nominate qualified and competent person in writing to the contract owner. The minimum requirements to be nominated as receiving authority in EMAL are as follows:

    Appropriate qualifications for the job.

    Minimum 2 years of experience in GCC in heavy industry for similar nature of job.

    Total experience of minimum 3 years is required at supervisory level. After the receiving authority training is successfully completed by the contractor employees, they will have to go through a panel Interview conducted by contract owner and relevant EHS Coordinator. The proceedings of the panel interview shall be recorded on the form (HS.SAF.01.F07) that is attachment to EMAL PTW Standard. Once the contractor employees qualify through the panel interview, they can be appointed in writing by using form HS.SAF.09.F10.

    Their names will be added by EMAL EHS department in Contractor Receiving Authority Log.

    1.3.2. Method Statements & Risk Assessment

    A mandatory requirement to receive Permit-To-Work for any task is Work Method Statement & Risk Assessment for that particular task. It shall be submitted to EMAL Contract owner for review, at least 7 days before the planned start date of the task. Contractors should use their own formats for method statement and they should use EMAL form (HS.SAF.09.F12) for risk assessment.

    1.3.3. Permit to work

    Before starting the work the contractor shall request the Permit to Work. (See EMAL Permit to Work Standard HS.SAF.01 for details).

    1.3.4. Pre- Work Briefing

    The first day of the work, all workers shall receive a pre-work briefing about the risk of the area, emergency instructions, environmental issues, reminders of the special permits for special activities (if it is required). The pre work briefing shall be driven by the contractor responsible for the contract/ project. If during the work execution a new person is incorporated to the job he shall receive this pre work briefing before starting the work. For recording pre-work briefing please see EMAL PTW standard for the pre-work checklist format.

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    1.3.5. Health & Safety Targets

    The EHS department and the contract/ project owner will define EHS targets for each contractor and subcontractor. The targets will be defined according to the number of people, work durations and type of work.

    The compliance level of the EHS targets will be used for the post work evaluation. The contractor or subcontractor will be required to:

    Self- Inspections

    Safety Notifications

    Job Observations

    Toolbox Meetings

    Participate in EMAL EHS Meetings and programs

    Incident communication

    The Contractor shall also report its EHS Statistics every month to the contract owner and EHS department. EMAL form HS.SAF.09.F11 should be used for this purpose.

    1.3.6. Incidents

    All incidents shall be communicated to EMAL in accordance with EMAL incident management system. The non-communication of an Incident shall be considered a serious safety Non-Compliance and actions will be taken. In case of an incident with injuries during the work execution, EMAL will provide the contractor all emergency medical assistance necessary. All incidents will be classified according to EMAL criteria.

    All incident will be investigated by the contractor as per EMAL incident investigation and communication standard. (REF. HS.SAF.03). Copy of incident investigation report shall be provided to the EHS coordinator for contractors.

    1.3.7. Audits and Inspections

    During execution of project / work, audits and inspections at regular interval shall be carried out as per EMALs EHS standards. The interval of audits shall be decided by EHS department based on the risk level associated with the project / work. If the EHS performance of the contractor revealed to be not acceptable during the audit / inspection by EMAL then the contract continuation shall be reviewed jointly by project owner and EHS department for continuation of work with additional EHS enforcement or termination with penalty. Random inspections shall be carried out of contractors activities and laydown areas on regular basis, during the inspection black points would be raised for any non-compliance observed, the contractor has to submit a close out report for every inspection findings. It is mandatory for contractor site representative to participate in the inspection

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    1.4. On completion of the project/ work:

    1.4.1. Site Clearance

    The contractor shall make the work site safe and follow the demobilization plan. On completion of the job contactor shall take all necessary clearances from EHS by filling section 7 in original site access permit form (HS.SAF.09.F08) and hand over the site/project/work to the contract owner. The waste shall be disposed as per EMALs environmental standard requirement.

    1.4.2. Post Work evaluation

    After the completion of a project, the EHS department together with the contract owner and contractor, will review the contractor performance and record it on the (HS.SAF.09.F13)

    The result of the evaluation will be forwarded to the supply chain department and will be archived in the contractor file. This information will be used to determine future suitability of a contractor.

    Any incidents that may have occurred during the course of the contract will be reviewed so that risk reduction strategies can be implemented prior to commencement of future work. The approved contractors list will be updated by supply chain department.

    1.4.3. Summary of Responsibilities

    Following table shows the division of responsibilities amongst EMAL departments for contractor management:

    Requirements

    EMAL Departments

    Owner

    Supply

    chain EHS Security

    Befo

    re H

    irin

    g

    Pre-qualification x

    EHS Evaluation of contractor pre-

    qualification x x

    EHS Evaluation of tender

    documents X x

    Du

    rin

    g

    Hir

    ing

    /

    Befo

    re

    Sta

    rt

    of

    Wo

    rk

    Review of Contractor EHS Plan/

    Method Statement X x

    Approving nominations of

    Contractor Responsible Person X

    Approving nominations of X x

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    Requirements

    EMAL Departments

    Owner

    Supply

    chain EHS Security

    Contractor EHS Rep./ Manager

    Verification of Contractor

    employees list X x

    Verification of chemicals to be used

    by the contractor x

    Verification of contractor

    equipments, machinery & PPEs X x

    Du

    rin

    g W

    ork

    EHS Train the Trainer for

    contractors x

    Contractor EHS training verification x

    Contractor Site Access Permit X x x

    Access & Badges for contractor

    equipments, machinery &

    personnel

    x

    Audits & Inspections X x

    Aft

    er

    Wo

    rk

    Post Work Evaluation X x x

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    8. EMAL CORE VALUES

    Safety first last and always

    Explanation:

    Safety is a state of absence or freedom from risk of injury, accident or dangerous occurrence.

    All work can be done safely. All work must be done safely. All work will be done safely, if we think before we act.

    Behaviours:

    Perform all acts safely. Never ask anyone to do anything that is unsafe. Stop any activity you think is unsafe or in breach of EMALs Environmental,

    Health and Safety (EHS) Policy. Never criticize anyone for following EMALs EHS Policy. Always take action when an employee or a contractor is in breach of EMALs

    EHS Policy. Encourage and support compliance with EMALs EHS Policy. Contribute ideas to continually improve EMALs EHS Policy.

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    Protection of the environment

    Explanation:

    Our world is small and it is precious, and it is entrusted into our care only for a short period of time. Our environment is our childrens inheritance.

    You and I can minimise the environmental impact of everything we do. Aluminium production doesnt have to cost the earth.

    Behaviours:

    Use best available technology (B.A.T) as part of our Environmental strategy. Encourage all employees and contractors to behave consistently with the

    requirements of the EMAL Environmental, Health & Safety (EHS) Policy. Create a culture of environmental awareness in all EMAL business activities

    following best practice. Reduce waste and energy-use every day and re-use and recycle every day. Think before you act. Participate in events that promote environmental care.

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    Investing in today for tomorrow

    Explanation:

    Building a heritage for future generations. Todays hard work sets A strong base for growth.

    Behaviors:

    Engage and involve the Community. Develop EMAL employees. Make investment decisions based on a sustainable business

    model. Make decisions that would have a positive impact on the future.

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    We respect individuals and their differences

    Explanation:

    EMAL is a multicultural company. Despite the culture and ethnic differences between people, we are treated

    equally and fairly at all times in our work. Our differences are strength and we can learn from our diversity

    Behaviors:

    Respect other people, and understand that their opinions and ideas may be different from yours.

    Seek to understand different cultures. Create a safe environment where others feel they truly belong and are free to

    express their ideas and views. Respect individual opinions and view them as necessary for business

    success. Acknowledge, celebrate and reward high performance and contributions,

    regardless of who was the contributor. Use positive and constructive language. Be sensitive to cultural differences in

    the way people communicate. Be fair in dealing with all people.

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    Everything can be improved

    Explanation:

    What has been done can always be done bettersometimes much better. The achievements of the past are not limits on what can be done in the future.

    Behaviours:

    Lead and support an open-to-ideas culture. Listen to one another. Speak up and suggest alternative solutions to problems. Encourage and recognize innovation. Promote the sharing of knowledge, best-practice ideas and success stories. Provide constructive feedback. Celebrate success and encourage learning from failures. Create a culture of continuous improvement. Encourage colleagues to think outside-the-box, to brainstorm and to express

    new ideas, in order to arrive at better outcomes

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    9. EMAL IMS POLICY STATEMENT

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    10. EMAL EHS POLICY STATEMENT

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    SECTION 2 GENERAL SAFETY

    11. SITE RULES

    Jewellery

    Drinks/water/pressurised cylinders reduction Speeding

    Must wear seat belts

    PPE

    Acts of violence or horseplay

    obligation to stop unsafe work

    safety and fire fighting equipment must not be disabled or tampered with without authorisation

    task risk assessment processes shall be strictly observed

    all incidents, including near misses should be reported immediately

    Comply with instructions, site rules and site safety signs

    Keep your work area tidy and clean up when finished

    Use the correct tools and use them safely

    Think of the safety of others as well as your own

    Do not take chances. IF IN DOUBT - ASK 12. PPE (HS.SAF.36) PPE is defined as all equipment which is intended to be worn or held by a person at work and which protects them against one or more risks to his health or safety. At EMAL we have the need for people to wear mandatory and task specific PPE. Our mandatory PPE requirements are applicable when not working in office areas and are as follows:

    MANDATORY PPE

    SPECIFICATIONS CERTIFICATIONS PICTURE

    Clothing Work Clothing with long sleeve and pants with reflective strips on the arms

    NA Photo required

    Hardhat Orange Hardhat for contractors

    Type I (top impact) helmet as outlined in ANSI/ISEA Z89.1-2009 (Class E) or equivalent

    Safety Glasses White safety glasses with lateral protection. No metallic parts exposed.

    EN 166: optical class 1, F, 9 (frame) or equivalent

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    Safety boots

    Safety Boots with metatarsal protection.

    EN 345: I, M or equivalent

    PPE that may be required dependant on the task or area. Area specific PPE will be identified by mandatory signage, risk assessments will determine the need for task specific PPE:

    PPE REQUIRED DEPENDING ON THE ACTIVITY

    HEARING PROTECTION

    Mandatory when personal exposure exceeds 85 dBA for 8h or 100 dBA for 15 minutes or 137 dBC for peaks

    EN 352-1 (muffs) EN 352-2 (plugs and bands), or equivalent

    GLOVES

    Protection against mechanical risks.

    EN 388 or equivalent

    HOT WORK ACTIVITIES

    For welding works EN 166 or equivalent

    MASK 3M 8810 OR 3M 8240

    House keeping, presence of dust during unloading, sand storm, etc)

    EN 149 or equivalent

    LIFE-JACKET Required while working

    closer than 1.8m from the edge

    CE standard EN 396.

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    In addition we have the following requirements:

    All PPE shall be to either the European (EN) or American (ANSI) standards and suitable for purpose.

    All types equipment shall be compatible with each other to ensure continued, unaltered protection from all items.

    All PPE must fit the individuals properly.

    All PPE issued must be free of charge to the employee.

    PPE must be replaced when damaged or worn to the point where protection is reduced.

    13. HOUSEKEEPING Good Housekeeping is as essential to the day to day working of a site as a method statement or risk assessment. Good housekeeping is the responsibility of all those involved, at all levels and is a continual process. By maintaining a clean and tidy site we can: Create a positive perception of the site and ourselves Prevent incidents and subsequent delays Contractors should take into account and initiate the following:

    Keep the work areas tidy and prevent an accumulation of rubbish and scrap materials.

    Ensure that ALL waste is placed in the CORRECT containers/areas.

    Contact the EMAL site representative if a storage area is required.

    Dispose of all flammable waste at the end of each shift as a minimum.

    Ensure that waste is disposed of in accordance with UAE legislation.

    Place warning signs around the work area when items such as trailing cables present hazards to the work team and others.

    Provide/nominate dedicated housekeeping crews in line with the size of the task.

    Carry out regular inspections to ensure housekeeping is maintained to satisfactory standards.

    In the event that housekeeping deteriorates to a low standard, EMAL reserves the right to mobilise housekeeping crews and back charge offending contractors accordingly. 14. PRE- WORK CHECK LIST (HS.SAF.01) A pre-work checklist will be required for all jobs even when permit to work is not required. The contractor receiving authority and the contractor workers will complete the pre-work checklist before starting the work. The contractor receiving authority will sign the pre-work checklist and therefore confirming that the hazards and countermeasures were explained and understood to the workers.

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    The pre-work checklist should be carried out at the worksite and should take into account the environmental conditions of the work area. It should not be used as a tick box exercise only. The pre-work checklist should be carried out on a daily basis or the start of a new shift. When carrying out incident investigations both contractor and EMAL teams should request the copy of the pre-work checklist that was completed at the start of the shift.

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    15. PERMIT TO WORK (HS.ASF.01) A permit to work (PTW) is a document that authorises a person or team to carry out specified work in accordance with a specified safe system. The permit forms an agreement between an issuer and receiver on the location, time, conditions, precautions and limitations of the work, before the work commences. At EMAL a PTW will be required for the following types of work:

    Construction

    Modification

    Maintenance

    Inspection ALL work carried out by contractors will require a PTW. The specified roles in the PTW process are as follows: Issuing Authority (IA)

    A competent person, appointed in writing to issue and cancel permits to work within the terms of their authorisation. An Issuing Authority will be always an EMAL employee- this is not the case in CMS

    Receiving Authority (RA) Contractor

    A contractor competent person, appointed in writing by EMAL to receive and clear PTW and responsible for:

    Ensuring that the authorised contractor employees comply with all requirements of the PTW. Leading and preparing the Pre-work check list.

    All contractor Receiving Authorities must have sufficient experience, knowledge and training for the type of work they will be supervising under the PTW. For example if receiving a PTW for electrical work the RA must have electrical experience. Before any work can commence on site the contractor Receiving Authority must be trained and authorised. To become a contractor Receiving Authority the following process must be followed:

    Attend the EMAL permit to work and Lock Out Tag Out Verify training.

    Pass the training with a minimum 80% pass mark.

    Undergo and pass a RA panel interview that will be conducted by the contract owner, contract user and optional EHS.

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    Upon passing the panel interview, the RA will be signed off as authorised and a copy of the authorisation will be placed on the EMAL intranet.

    An Issuing Authority will not issue a permit unless they can see a copy of the authorisation form. In the event of a contractor coming to site for the purpose of consulting, attending to a breakdown or doing an ad-hoc, once off task, the contractor will only be allowed to work under EMAL supervision. Permit to Work Process

    The PTW sheet has three paper copies (white, yellow and pink).

    The PTW will be completed by the issuing authority. Once the PTW is completed the issuing authority and the receiving authority will sign the PTW. The issuing authority will keep the original of the PTW (white copy) and he will give the other two copies (yellow & pink) to the receiving authority.

    Before the commencement of any work under a PTW, the content and work hazards and countermeasures will be explained to the working party.

    The receiving authority will give the pink copy of the PTW to a competent person. This copy must be kept in the workplace.

    Once the job is completed the competent person will give back the pink copy to the RA. The receiving authority will give back the two copies (yellow & pink) to the issuing authority and he will sign the white copy of the PTW in the clearance box. The issuing authority will sign the PTW cancellation box in the original paper (white)

    A PTW will be valid until clearance and cancellation. A PTW once issued, will be retained in the custody of the Receiving Authority, until Clearance.

    The responsibility of checking the isolation status rests with isolating/issuing authority till the PTW is cancelled. Where the Receiving Authority changes, then a Transfer record must be completed.

    If during the work execution, changes are experienced in the work conditions, the PTW will be cancelled until the normal condition will be restored. If the PTW is cancelled, then a new PTW will be needed. The PTW could be suspended and re-issued using the transfer procedure.

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    16. LOTOV (HS.SAF.02) The EMAL Lockout, Tagout & Verification Program, describes the requirements for guaranteeing a Zero Energy state for all Construction, Inspection or Maintenance Jobs (there may be circumstances where it is not be possible to guarantee zero energy. These jobs must be inventoried and the work procedure approved by the HS department and Department Manager).

    The specified roles in the LOTOV process are as follows: Isolating Authority (IsA)

    An EMAL competent person designated by the owner of the area, with the necessary experience, and technical knowledge for isolating equipment and for implementing a tag out and lockout procedure.

    Identify the Equipment

    to isolate

    Equipment

    Shut Down

    Identify Energy Isolation devices

    and de-energize Verify that the

    equipment is properly

    de-energized

    Tag & Lock

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    Authorized Person (AP)

    An EMAL or contractor competent person with sufficient technical knowledge and practical experience who has been approved to carry out a task on Plant or Apparatus that has been previously isolated by an Isolating Authority (IsA). All EMAL and contractor employees with the exception of the administrative personal must receive specific training on LOTOV to assure the process is properly understood. Refresher training will be required every two years or before if the program changes. Tags Only tags are acceptable where no physical means of locking isolation devices exists. The safety tag has three main purposes: Isolation tag (red) Indicates that the energy isolation devices or verification device are in the safe position. For example, supply valve is closed; vent valve is open, etc

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    Equipment Identification and 0 energy verification tag (yellow). Indicates the piece of equipment or equipment to be worked on and confirms that the energy isolation devices were verified and the equipment is at zero energy. If it has not been possible to verify the equipment, then a verification tag should still be attached for identification, but this should be noted on the tag. In these cases the tag will be yellow with brand red diagonal stripes.

    Personal Tags (blue) Indicates that there are people working on the equipment out of service because of construction, inspection or maintenance. The personal tags are exclusively for personal use and nobody could attach a personal tag of other employee. The manipulation of a personal tag of another employee will be considered a serious safety violation and disciplinary actions could be taken. The contracb;ator personal tags will be identified with the word CONTRACTOR in print letters. A safety tag is as restrictive as a safety lock.

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    Locks The purpose of the locks is to hold energy isolation devices in the safe position and prevent unexpected activation of an energy source, unexpected start-up or unexpected release of stored energy. The locks are classified by colour: All locks shall be one key locks Personal Lock (Blue) Isolation Lock (Red) Isolation Process

    Isolations must be referenced in the Permit to work.

    The Operations Team, use normal stop procedures to shut down the Plant or Apparatus and release the Plant or Apparatus for Work.

    An IsA will isolate (de-energize, tag out and lockout) the equipment. At same time will verify the absence of energy and will EMAL attach the equipment identification and 0 energy verification tag in the equipment or piece of equipment to manipulate.

    The IsA will introduce the keys of the isolation locks inside the key safe and will close the Key safe with the control key. An Identification Tag stating the Plant or Apparatus will be affixed to the Key Safe.

    The IsA will sign the tag out and lockout procedure/Isolation certificate to confirm that the equipment isolation has been completed.

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    The Issuing Authority (IA) will attach one of the Key safe Keys to the PTW, and will issue this key along with the PTW

    The IA will also issue the completed LOTOV procedure/isolation certificate to the Receiving Authority (RA).

    The Receiving Authority will introduce the yellow copy of the PTW and the key of the group box inside a card safe in the workplace or other suitable location (workshop). They will close the card safe with their Personal Lock and Tag. Each member of the working party shall also secure the PTW/Key safe Key in the Card safe with a personal tag and lock.

    The personal tags could only be removed by the owner of the tags when:

    o The work is completed o At the end of the shift o Other job is assigned or the person leaves the job before the job is

    completed

    Before starting to work, the receiving authority and each member of the crew shall verify.

    The tags and locks removal will be according with this sequence:

    Each person will remove their personal tag and lock from the card safe.

    The RA will remove their personal tag and lock from the card safe and will return the PTW to an Issuing Authority.

    The RA shall then sign the white original copy of the PTW as work

    clearance.

    The RA will give the yellow and pink copy of the PTW and the key of the Key safe to the IA.

    The IA shall sign the PTW cancellation.

    Once all of the Key safe Keys have been returned and all related permits

    cancelled, the IA shall release the group tags and locks from the Key safe and then remove the Isolation Locks from the energy isolation devices and restart the equipment.

    The Plant or Apparatus will then be returned to the Operations Team for

    safe return to service.

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    SECTION 3 SPECIFIC HAZARDS 17. ABRASIVE WHEELS

    Machines used to drive abrasive wheels must be in good condition and properly guarded.

    Abrasive wheels shall be stored properly, so as to prevent cracks and damage during storage or handling.

    Only the manufacture recommended abrasive wheel shall be installed in machines driving abrasive wheels.

    All abrasive wheel driving machines shall have an emergency stop button and be fitted with properly adjusted tool rest.

    All hand held grinders shall have a dead man switch.

    All work with abrasive wheels shall be done with proper PPEs including a face shield suitable for that particular type of work.

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    18. CARTRIDGE TOOLS

    Contractors who intend using cartridge operated fixing tools must produce a written procedure detailing the following:

    Authorized users

    Details of training given to the users

    Storage arrangements for machines and cartridges

    Control measures for issue and return of used cartridges

    Limitations on the type of work undertaken

    Safety precautions required during use

    Means by which cartridges shall be disposed

    Types of cartridges to be used (black cartridges are not allowed).

    Authorized persons must be properly trained and competent in the safe use of the equipment and must be in possession of certificate detailing their appointment in writing.

    All cartridge operated fixing tools shall be identifiable with a unique serial number and inspections records shall be available.

    If applicable, the area behind the wall or place where the fixing is being done through these tools shall be barricaded, so as to avoid any accidental contact.

    Misfires, penetration through the fixing material or other accidents/ incidents must be reported as per EMAL Incident communication, reporting and investigation Standard.

  • HS.MAN.01

    19. CONFINED SPACES (HS.SAF.06) Definition

    A space that is large enough and so configured that an employee can bodily enter and perform assigned work.

    Has limited or restricted means for entry or exit (for example, tanks, vessels, silos, storage bins, hoppers, vaults, and pits are spaces that may have limited means of entry.)

    Is not designed for continuous employee occupancy. Confined Space Entry Permit A Confined Spaced Entry Permit shall be required to entry in any Confined Space.

    Confined spaces shall be classified Class A or Class B confined spaces. All the confined spaces entrances shall be identified with a sign reading DANGER- PERMIT REQUIRED CONFINED SPACE, DO NOT ENTER

    The confined space entry permit is described in Attachment 13 (Form HS.SAF.06.F01 - confined space entry permit) and shall include:

    All personnel in confined spaces and attendant will carry portable lighting.

    At least one attendant outside the permit space into which entry is authorized for the duration of entry operations.

    If hot works are done inside a confined space this one must be reclassified as Class A confined Space. Hot work permit will also be necessary and EMAL Hot Work standard shall be followed.

  • HS.MAN.01

    Either double insulated or ground fault circuit interrupter protected electrical tools and low current, low voltage (24 volt maximum) lighting systems shall be used in damp or metallic hazardous confined spaces.

    Electrical and pneumatic tools shall be selected to eliminate sparks and other hazards as required by the conditions of the confined space.

    Gas cylinders should not be used with in a confined space. Should there be condition arises where gas cylinders have to be used inside the confined spaces, special precautions are to be taken and it shall be approved by H & S Department.

    At no circumstances, CO2 fire extinguisher shall be taken into the confined space.

    Internal combustion engines should never be used inside confined space. Confined Space Training Confined Space training for contractors shall consist of two levels:

    o Level 0: All contractor employees must receive a general overview of the EMAL Confined Space program.

    o Level 1: All contractors authorized entrants and attendants shall receive a specific training of the EMAL confined space program.

    This training will be refreshed every two years. Each contractor must have an updated list of all authorized entrants and attendants. The certification shall contain each employee's name, the signatures or initials of the trainers, and the dates of training. The training shall establish employee proficiency in the duties required by this document and shall introduce examples of new or revised procedures. Additional to this training, all authorized employees and attendants shall receive a specific pre-work meeting for the specific confined space, before entering. This information will be provided by the confined space issuing authority. This pre-work meeting is valid for six months in the class B confined spaces and only for each work in the class A confined spaces. Duties of Authorised Entrants The employer shall ensure that all authorized entrants:

    Know the hazards that may be faced during entry, including information on the mode, signs or symptoms, and consequences of the exposure.

    Properly use equipment as required.

  • HS.MAN.01

    Communicate with the attendant as necessary to enable the attendant to monitor entrant status and to enable the attendant to alert entrants of the need to evacuate the space as required by this document.

    Alert the attendant whenever:

    o The entrant recognizes any warning sign or symptom of exposure to a dangerous situation, or

    o The entrant detects a prohibited condition; and

    Exit from the permit space as quickly as possible whenever:

    o An order to evacuate is given by the attendant or the entry supervisor.

    o The entrant recognizes any warning sign or symptom of exposure to a dangerous situation,

    o The entrant detects a prohibited condition, or an evacuation alarm is activated.

    Duties of Attendants. The employer shall ensure that each attendant:

    Knows the hazards that may be faced during entry, including information on the mode, signs or symptoms, and consequences of the exposure.

    Is aware of possible behavioral effects of hazard exposure in authorized entrants.

    Continuously maintains an accurate count of authorized entrants in the permit space. (Form No HS.SAF.06.F04 - Confined space entry/exit record).

    Remains outside the permit space during entry operations until relieved by another attendant.

    Communicates with authorized entrants as necessary to monitor entrant status and to alert entrants of the need to evacuate the space under described in this document.

    Monitors activities inside and outside the space to determine if it is safe for entrants to remain in the space and orders the authorized entrants to evacuate the permit space immediately under any of the following conditions;

    If the attendant detects a prohibited condition; If the attendant detects the behavioral effects of hazard exposure in an

    authorized entrant; If the attendant detects a situation outside the space that could endanger

    the authorized entrants; or If the attendant cannot effectively and safely perform all the duties required

    for his position.

  • HS.MAN.01

    Summon rescue and other emergency services as soon as the attendant determines that authorized entrants may need assistance to escape from permit space hazards.

    Takes the following actions when unauthorized persons approach or enter a permit space while entry is underway:

    o Warn the unauthorized persons that they must stay away from the permit

    space. o Advise the unauthorized persons that they must exit immediately if they

    have entered the permit space; and o Inform the authorized entrants and the entry supervisor if unauthorized

    persons have entered the permit space;

    Performs non-entry rescues as specified by rescue procedure.

    Performs no duties that might interfere with the attendant's primary duty to monitor and protect the authorized entrants.

    20. ELECTRICITY AND ELECTRICAL EQUIPMENT (HS.SAF.08)

    Contractors must not interfere with or work on any of EMALs electrical installations or

    equipment without written consent.

    When contractors have to work in the vicinity of electrical equipment, they must take all necessary precautions to avoid accidental contact with live conductors, etc.

    ALL EQUIPMENT MUST BE TREATED AS LIVE UNLESS ISOLATED/ LOCKED OFF AND TAGGED

  • HS.MAN.01

    A competent qualified Electrician must only carry out repair or installation of any electrical equipment.

    The electrical supply to powered hand tools must not exceed 110 volts; the tool must be center taped giving 55 volts to earth. Exception to this must be approved by EMAL Safety Department.

    Any tool, plant or equipment exceeding 110 volts (55 V to earth) shall be connected to an earth leakage circuit breaker (ELCB). This action can only be taken where it is not possible to operate tools at 110 Volts. The approval of the EMAL Safety Department must be obtained.

    Contractors requiring installing temporary electrical supply equipment shall submit a temporary electrical supply procedure to EMAL for approval. The procedure shall where necessary, cover installation of 380/ 440 V systems, installation of 110 V systems lighting systems, welding equipment installation, inspection, testing, operation and maintenance of temporary electrical systems.

    No temporary electrical supply shall be installed or modified without the agreement and approval of EMAL.

    Where power is supplied from a 220 Volts source, all extension leads shall be 110 V, with the transformer as close as possible to the 220 V supply.

    All temporary cables shall be, wherever possible, raised above the ground.

    Portable lighting shall have the lamps protected by cages.

    All cables shall be in good conditions and any joints in the cable be made with proprietary joining systems.

    Portable electrical equipment shall not be permitted in pot rooms.

    All electrical leads must be connected to the power source through standard waterproofed industrial plugs and sockets, which shall be in good condition.

    21. ERGONOMICS AND MANUAL HANDLING Work-related neck and upper limb disorders are impairments of bodily structures such as muscles, joints, tendons, ligaments, nerves, bones and the localized blood circulation system, that are caused or aggravated primarily by work and by the environment in which work takes place.

    Symptoms of WRULDs may take a long period of time to develop and they can manifest