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EXHIBIT I
Contract Work Co-ordination
Procedure
Fife Ethylene Plant, UK
This document defines the interfaces between the
COMPANY and the CONTRACTOR.
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CONTENTS
CONTENTS .......................................................................................................... 2
SECTION 1 - DEFINITIONS/ABBREVIATIONS/REFERENCE DOCUMENTS ............ 3
SECTION 2 - SITE SAFETY, SECURITY, HEALTH AND ENVIRONMENTAL .............. 8
SECTION 3 - ORGANISATION AND COMMUNICATION....................................... 16
SECTION 4 - THIRD PARTY SERVICES/MATERIALS .......................................... 23
SECTION 5 - PERSONNEL MANAGEMENT .......................................................... 26
SECTION 6 - QUALITY MANAGEMENT ............................................................... 28
SECTION 7 - CONTRACT ADMINISTRATION ...................................................... 33
SECTION 9 - FACILITIES AND EQUIPMENT ....................................................... 43
APPENDIX A, CONTRACTOR KEY DOCUMENTATION .......................................... 48
APPENDIX B, CONTRACTOR SAFETY MOBILISATION PLAN ............................... 49
APPENDIX C: CONTRACTOR DEMOBILISATION CHECKLIST .............................. 53
APPENDIX D, LPS EXHIBIT ............................................................................... 54
APPENDIX E, “BEST” ........................................................................................ 57
APPENDIX F, WORK IN PROGRESS (WIP) ........................................................ 59
SECTION 10 - SUMMARY OF KEY CHANGES AND UPDATES ............................... 62
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SECTION 1 - DEFINITIONS/ABBREVIATIONS/REFERENCE
DOCUMENTS
Except as stated in section 1.1 below, all terms will be as defined in the Principle Document.
1.1 D
EFINITIONS
CONTRACTOR
S
ITE
M
ANAGER
CONTRACTOR's authorised Site representative
CONTRACTOR
B
UDDY
M
ANAGER
Individual nominated by COMPANY to interface with the CONTRACTOR
whose purpose is to ensure that the CONTRACTOR performs at the
highest levels in the area of Safety
U
SER
COMPANY authorised representative
V
ENDOR
A COMPANY responsible for supplying materials, equipment, or services
for the Work onsite
INCUMBENT CONTRACTOR CONTRACTOR Company that spends significant time at the Fife site and
is therefore expected to be fully familiar integrated into the site
NON- INCUMBENT CONTRACTOR
CONTRACTOR Company that attends the Fife site on an infrequent,
irregular or once off occasion. These CONTRACTOR companies will be
provided with the key information they need be familiar with
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1.2 A
BBREVIATIONS
A&D
P
OLICY
Alcohol and Drugs Policy
AML Authorised Manufacturer List
BA Breathing Apparatus
BEST Basic Expectations and Standards- only used for Turnarounds
CDM (R
EGULATIONS
)
2015 Construction (Design & Management) Regulations 2015
CFSP CONTRACTOR Focused Safety Plan
COSHH Control of Substances Hazardous to Health
CSSP Contractor Supervisor Screening Protocol
CVI Confirmation of Verbal Instruction
CWCP Contract Work Coordination Procedure
EEO Equal Employment Opportunities
EMCL ExxonMobil Chemical Limited
EM ExxonMobil COMPANY Limited
FLS First Line Supervisor
GEMS SAP-GEMS is the EMCL system
GII General Information and Instructions
GPs Global Practices
H
2
S Hydrogen Sulphide Gas
HR Human Resources
IR Industrial Relations
ISTe Integrated Scheduling Tool- used by Routine Maintenance to
effectively optimise site resources
IT Information Technology
JLA Job Loss Analysis
LPO Loss Prevention Observation
LPS Loss Prevention System
LSR Life Saving Rules
MCR Maintenance Change Request
MOT Ministry Of Transport
NAECI National Agreement for the Engineering Construction Industry
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OIMS Operation Integrity Management System. The COMPANY system for
management of Safety, Health and Environment
PPE Personnel Protective Equipment
QA Quality Assurance
QC Quality Control
RPE Respiratory Protective Equipment
SES Service Entry Sheet
SSHE Safety, Security, Health and the Environment
SOC Safe Operations Committee
LPSA Loss Prevention Self-Assessment
SWS Safe Working Standards Audit
SPM Safety Procedures Manual- FEP site permit to work procedures
SWP Safe Working Practices- FEP site common work procedures
TRA Task Risk Assessment
TCR Turnaround Change Request
WCR Work Change Request- used to formalise scope changes
WIP Work in Progress- system to support CONTRACTOR payments
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1.3
R
EFERENCE
D
OCUMENTS
ALL
CONTRACTOR
S WORKING ON THIS SITE NEED TO HAVE KNOWLEDGE OF THE FOLLOWING
DOCUMENTS IN ORDER TO DO WORK
:
(T
HE
B
UDDY
M
ANAGER WILL ASSIST IN PROVIDING ACCESS TO THESE
D
OCUMENTS AND GUIDANCE ON THE KEY
DOCUMENTS
.)
1.3.1 Operation Integrity Management System (OIMS)
The COMPANY system for management of Safety, Health and Environment
1.3.2 Safety Procedures Manual (SPM)
The COMPANY system for defining the Permit to Work System
1.3.3 Safe Working Practices (SWP)
The COMPANY system for defining the minimum requirement of Maintenance and Construction
standards on the site. Many other systems and procedures are also covered
1.3.4 N/A
1.3.5 Task Risk Assessment (TRA) SWP 3.1.18
The process for identifying risk and mitigation associated with undertaking work on site
1.3.6 Hydrogen Sulphide (H2S) Manual SWP 3.1.7
Key Safety and Health reference document for safeguards associated with Hydrogen Sulphide
gas
1.3.7 COSHH Manuals
The COMPANY document, which defines how, the assessment of hazardous materials, should be
carried out
1.3.8 Site Waste Disposal Manual
The COMPANY principal document for control, management and disposal of waste
1.3.9 Controls Integrity Management System (CIMS)
The COMPANY system for ensuring an effective financial controls environment
1.3.10 Alcohol and Drugs (A & D) Policy and manual.
The COMPANY procedures for screening and investigating personnel in relation to Alcohol and
Drugs
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1.3.11 ExxonMobil Global Practices (GP's) and General Information and Instructions (GII)
Comprehensive standards for the design, installation and maintenance of plant and equipment
1.3.12 Mechanical and Piping Specifications
Standards for the design and installation of piping and mechanical installations
1.3.13 Civil Specifications
Standards for the design and installation of civil installations
1.3.14 Electrical and Instrumentation Specifications
Standards for the design and installation of electrical and instrumentation installations
1.3.15 Insulation Specifications
Standards for the design and installation of insulation installations
1.3.16 Scaffolding Specifications
Standards for the design and installation of scaffolding structures
1.3.17 Tier 1 Best Practices (T1BP’s)
The COMPANY system for defining and managing certain high risk activities. T1BP’s are deemed
as mandatory systems, with the exception where local legislation is of a higher standard
1.3.18 Loss Prevention System (LPS)
The COMPANY system for defining and managing safety
1.3.19 ‘BEST’ Safety initiative (Basic Expectations & Standards)
COMPANY system for managing safety with transient workers- only employed at Turnarounds
1.3.20 CSSP (Contractor Supervisor Screening Protocol))
COMPANY system GMOP (Global Manufacturing OIMS Practice) in order to underline the importance of
having suitable candidates for Supervisors and charge hands. Identifying individuals who are
considered to be field leaders will strengthen the field safety culture and have benefits in
efficiency and planning.
The COMPANY recognise the contractor supervisor is a key position in the way the contractor
carries out work on their behalf. Not only is the first line key in setting out a Safe efficient
workface, the supervisor provides planning and is also the interface with the process team.
The aim of the Contractor Supervisor Screening Protocol is to ensure that the first line
supervisors or charge hands employed by contractors are suitable for the key roles that they
fulfil and they are committed to the belief that
-
Nobody Gets Hurt.
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SECTION 2 - SITE SAFETY, SECURITY, HEALTH AND
ENVIRONMENTAL
2.1 Scope
This section defines CONTRACTOR responsibilities for the Safety and Health of their employees
and Sub-contractors, and for the protection of the environment, while working at the Fife
Ethylene Plant and Braefoot Bay sites.
2.2 CONTRACTOR Responsibilities
2.2.1 Ensure commitment and provide leadership in meeting the COMPANY objectives.
2.2.2 Ensure that all personnel, vendors and Sub-contractors understand, are familiar and comply
with site requirements and rules, as identified in Section 2, or have satisfactory plans to address
non-compliance.
2.2.3 Ensure that all personnel comply with all legal requirements, applicable British Standards,
Industry Codes of Practice and COMPANY specific requirements.
2.2.4 Safety
2.2.4.1 Life Saving Rules
2.2.4.1 Life Saving Rules - the COMPANY defines the following as “Life Saving Rules” and expects both
understanding and compliance by all COMPANY and CONTRACTOR personnel at the Fife
Ethylene Plant and Braefoot Bay sites:
• Follow Fall Protection Procedures including 100% tie‐off
• Follow Work Permit Procedures
• Follow Energy Control Procedures
• Do not Defeat Safety Critical Devices without Proper Authorisation
2.2.4.2 Provide a Site Safety Plan to the COMPANY Buddy Manager for their review on an:
Annual basis for site based incumbent CONTRACTOR
Specific plan for CONTRACTOR involved in Turnarounds at T minus 4 or 3 months dependant
on Turnaround complexity- template will be provided
These plans will typically include:
a) CONTRACTOR Focused Safety Plan
b) COMPANY Safety Objectives / Safety Policy/Commitment to Loss Prevention System
c) Individual responsibilities and accountabilities for behaviour
d) Safety initiatives
e) Training for site personnel
f) Site organisation
g) Health/medical screening plans
These plans will include nominated actionees and delivery dates
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The CONTRACTOR shall confirm that all their employees have been made aware of the Safety
plan and their responsibilities.
2.2.4.3 The CONTRACTOR shall provide onsite a full set of Safety Procedures for use by site-based
personnel to address:
Induction/safety passports, CCNSG or equivalent
Training
Drug Alcohol and Drugs Policy
H&S Policy
Environmental Policy
Housekeeping
Injury / Near Loss reporting
Near Loss Investigation and Loss investigation
Fire fighting
Personal Safety Plans (PSPs)
Self-auditing – Field LPS touches
Job Starts (interactive start of work discussions usually held at the job front)
Toolbox talks, for specific SHE messages. Typically held in a quieter location
Manual handling
Crane, Rigging and Lift Plans
Method statements / Task Risk Assessments
Construction Phase H&S Plans
Harassment/EEO
Loss Prevention System
COSHH assessments and material safety data sheets
Health
Equipment selection, inspection and maintenance
Emergency/evacuation procedures
Measurement and communications of individual's personal safety performance
2.2.4.4 The CONTRACTOR's Site Manager, Safety Advisor or nominated personnel will attend the
following meetings:
Safety kick-off meeting on commencement of site work
COMPANY weekly safety meeting for incumbents
Co-ordination meetings with Buddy Manager
CONTRACTOR Safety Conferences
2.2.4.5 Ensure all CONTRACTOR site personnel will undergo the FEP Site Safety Induction Course,
Alcohol and Drug Test and any applicable Plant Induction before starting work on site.
New persons to site will required to be identified as a vulnerable person and require LPS
overview training.
The details of induction requirements and vulnerable persons are covered in the Safety manual
section 3.
2.2.4.6 Ensure that staff are fit and capable to perform the assigned task safely. The CONTRACTOR
must consider individual restrictions and health monitoring.
2.2.4.7 The CONTRACTOR shall comply fully with the Site permit to work system and safety procedures
as detailed in the Permit Manual, Safety Manual and Safe Working Practices.
No work is to be carried out under the contract without a valid Permit to Work and prior
agreement with the COMPANY (there are COMPANY exceptions regarding some workshops).
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The Permit to Work must be read and clearly understood by the individuals assigned to perform
the work prior to commencement of work. Any questions or uncertainties related to the Permit
to Work must be raised and clarified with the COMPANY representative prior to commencement
of work.
The CONTRACTOR approved/authorised supervisors will be trained on the FEP permit to work
system detailed in the permit Manual and responsible for obtaining and accepting all necessary
permits to work.
All the CONTRACTOR supervisors/individuals will be required to attend a specific training course
with regard to the completion of work permits (refresher training is 12 months after the initial
training, 12 months following that refresher then every three years thereafter).
CONTRACTOR Supervisors will also be given the opportunity to undertake further training to be
able to be authorised to complete the Maintenance Request and Maintenance Safety Check
sections of the permit and be required to attend an interview with approved COMPANY
representatives for assessment before they are authorised to countersign permits to the same
level as the COMPANY representatives. This enables the CONTRACTOR FLS to operate
independently.
2.2.4.8 CONTRACTOR who will have long term site-based personnel (incumbents) will attend a one-day
LPS training provided by the COMPANY. CONTRACTOR Site Manager, Management Team and
Supervisor(s) will be expected to carry out field-based safety observations (called Touches) on
a regular frequency in accordance with COMPANY expectations. It is also expected that the
Offsite Manager shall carry out similar duties, as outlined in the “LPS Roles and Responsibilities”
matrix in Appendix D of this document.
Incumbent CONTRACTORs will follow fully the site LPS system for incumbent personnel during
a Turnaround. All other CONTRACTORs will use the following tools in line with GMOP 8.1(C) –
LPS for Contractors.
LPS tools will be adapted for Turnarounds. Details of the training requirements will be
determined by the specific Turnaround SHE Plan
Specific LPSA training will be given to the workforce as part of the induction process
Advanced LPS training for Management /FLS will be provided prior to the event on basic LPS
tools, with LPSA focus & expectations
An overview of assimilation training is outlined below.
For Events, a training matrix will be provided to all contractor companies in advance of arriving
on site. This will contain all minimum training materials required by each area of the workforce
for working on the event.
Further details can be found in Appendix D of this document, outlining the requirements for
both:
Category 1 Embedded CONTRACTORs
Category 2 Short Term CONTRACTORs
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For contractor companies, the table below outlines the most likely training requirements:
Incumbent CONTRACTOR with additional new labour (Supervisor)
Incumbent CONTRACTOR with additional new labour (Workforce)
Large Transient CONTRACTOR Supervision & Management
Transient CONTRACTOR
2.2.4.9 Maintain site-based records for the following:
a) Task Risk Assessments & Method Statements
b) Employee fitness for work records
c) Employee Health and Exposure monitoring
d) Self-auditing (Safety, Health and Environmental)
e) Personnel competency standards/qualifications and training records
f) Incident/injury investigations
g) Toolbox talks/safety meetings
h) Alcohol and Drugs results
i) Equipment maintenance
2.2.4.10 Any incident is to be immediately reported to their CONTRACTOR supervisor the COMPANY
authorised representative, COMPANY Shift Site Manager, and the CONTRACTOR Buddy Manager.
Personnel who are injured on site must report immediately to a first aider and the shift manager
for prompt medical attention and assessment. Where it is not safe to move the person, a 112
phone call or emergency radio call on channel 3 should be made for medical assistance.
In the event that an injured party has to attend an offsite hospital, the Contractor must inform
the Shift Site Manager who will co-ordinate and follow the site case management procedure,
which notes the treatment given to enable an accurate classification of the injury to be made.
All Contractor companies will nominate a ‘Responsible Person’ who will attend any offsite hospital
visit in support of the IP. Classification will be made via the normal site practice.
Where an incident occurs as part of a Turnaround, the Turnaround line of reporting should also
be followed. This will be outlined where applicable.
E.g. Site
Mechanical
SUPERVISOR
LPS TRAINING
T/A
ON-LINE
SITE
INDUCTION
E.g. Small
Specialist
SUPERVISOR
ALIGNMENT
E.g. TA
Mechanical
MANAGER &
SUPERVISOR
LPS TRAINING
LPS
TRAINING
ON_LINE
SITE
INDUCTION
CSSP
PROCESS
SUPERVISOR
ALLIGNMENT
LPS
TRAINING
COMPANY
ON_LINE
SITE &
T/A
E.g. Site
Mechanical
ON_LINE
SITE
INDUCTION
WORKFORCE TRAINING
(e.g. LPS, Permit) Awareness, CSE, LSR,
BEST Practical)
CSSP
(SUP’s)
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CONTRACTORs must investigate all incidents (including near misses with potential for injury)
using LPS Tools and formally report findings to COMPANY Buddy Manager and the relevant
COMPANY authorised representative.
2.2.4.11 Ensure that any person injured while working on the site is immediately taken to a COMPANY
First Aider for initial treatment - however minor the condition appears to be.
2.2.4.12 Immediately inform the Shift (CCR) of any incident which requires response from the Fire and
Ambulance services, e.g. fire, gas or liquid releases, injury or medical conditions requiring urgent
treatment.
2.2.4.13 Provide training to maintain competency and safety awareness for all employees working
onsite detailed (see FEP safety Manual). This will include:
a) COMPANY inductions
b) CCNSG or equivalent passport (where applicable)
c) Mandatory training e.g. Safe Work Permit Fundamentals, H2S awareness, Confined Space
Entry and other specifically defined training per scope of work
d) General awareness training e.g. hazard awareness, COSHH, Manual Handling and Safe
Working Practices, RPE, Fall Arrest, hosting.
e) LPS (appropriate SHE approach and behaviours)
f) Supervision/Field Touches – LPS for CONTRACTOR workforce
2.2.4.14 Incumbent CONTRACTORS to submit the following reports:
a) Annual update of Site Safety Plan to COMPANY Buddy Manager
b) Monthly Scorecard to COMPANY Buddy Manager
2.2.4.15 Provide, maintain, launder, clean and inspect the following but not limited safety
equipment. For applicable standards, refer to the FEP site safety Manual Section 4 for current
standards and requirements
Provide, maintain, launder, clean and inspect the following but not limited safety equipment.
Fife Ethylene Plant’s general PPE standards are as follows:
PPE is required to be worn when inside of any Process operating areas, workshops,
warehouses, laboratories, plant rooms, instrument rack rooms, substations/electrical
houses and analyser shelters. PPE is not required to walk between site buildings outside
of operating areas using designated pedestrian routes and pavements.
When performing tasks at FEP, personnel shall have body, arms, legs and torso covered.
Personnel entering the designated PPE areas are required to wear site approved hard hats,
safety glasses, safety footwear, hearing protection (where required), fire retardant
clothing and gloves.
Gloves are required to be carried by all personnel entering the plant, personnel are
encouraged to wear gloves at all possible times, this is not mandatory and allows for
occasions when workers require to consult drawings, procedures etc.
When workers are within 10ft/3m of activities requiring an elevation above the base PPE
site requirements, they must use the same eye/face/hearing protection as the workers
carrying out the work.
Site standards for PPE include the following:
Helmets: EN 397-2012 (Non Vented)
Hearing Protection: EN352 (Minimum SNR 25)
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Bump Caps: EN 812 – 2012
Safety Spectacles: EN 166 Grade IF
Goggles: EN 166 Grade 1B
Face Visor: EN 166 Grade 1B.
Overalls / Outer Clothing:
Protective Clothing: EN 11612
Clothing to protect against heat and
flame:
EN 11612
Protective clothing with anti-static
properties:
EN 1149
Gloves : Mechanical Hazards EN 388 Minimum Rating of 2-1-2-1
Other Items:
Paper suits and hood type overalls
Range of gloves appropriate for task and plant areas
Respiratory Protective Equipment masks and filters
(RPE) suitable for the task
Breathing Apparatus- line set and SCBA
Full Chemical Hoods – with or without integral air
supply (Airflow Hoods)
LEL monitor
Wet weather clothing
Cold weather clothing
Hi-vis tabard
Safety rescue harness with fall restraint/fall arrest
lanyards
Life jackets for working above water at the Braefoot
Bay Marine Terminal
Personal padlocks for electrical isolation
The CONTRACTOR shall be responsible for the training of
operatives in the use of breathing apparatus and RPE in
sufficient numbers relative to the general nature of the
Contract work.
2.2.4.16 Continually assess the risk of the work being undertaken and to provide Method
Statements, Task Risk Assessments, and COSHH and REACH considerations or equivalent as
applicable to mitigate the hazards.
2.2.4.17 Provide all safety signage required for all works including adequate numbers of CDM RAMS
boards at each designated project construction work location.
2.2.4.18 Incumbent CONTRACTORs will be required to participate in periodic Safe Working Standard
audits which will cover all aspects of the CONTRACTOR's Safety Management Activities.
2.2.5 Security
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2.2.5.1 Ensure that all CONTRACTOR Employees working at the site have site Security passes and use
them according to the site rules.
To have a system to manage and control the issue and removal of security access cards to
prevent any abuse. The card may only be used by the person to whom it was issued. The
individuals’ security Card must be collected on the day the individual leaves employment at the
refinery unless they are planned to return to work at the FEP site within 90 days. All security
cards must be returned to the COMPANY Security office within one week.
Note: Similar access requirements are required under a separate security pass for the Braefoot
bay facility.
Note: The cards automatically de-activates if not used for 90 consecutive days. Once
deactivated, the holder of the card will be required to undertake the full site induction training.
2.2.5.2 Where the CONTRACTOR’s personnel have access to the COMPANY IT systems they must adhere
to all the COMPANY security practices and all I.D’s and passwords must not be shared with any
other individual in any circumstances.
2.2.5.3 Where applicable the CONTRACTOR must adhere to ISPS Code (International Ship and Port
Facility Security Code) associated with activities at the Braefoot Bay Marine Terminal.
2.2.5.4 Must ensure that CONTRACTOR owned materials and COMPANY owned materials that have been
free issued to the CONTRACTOR are adequately secured and all measures are taken to prevent
theft whether Onsite or at the CONTRACTOR or Sub-contractor Offsite facilities. See Material
Handling Common Practice - Tier 3 Best Practice.
The CONTRACTOR may be subject to material audits to verify the security and availability of
materials.
Any COMPANY owned materials or equipment lost will be reimbursed at the CONTRACTOR’s cost.
2.2.6 Environment
2.2.6.1 Dispose of waste in the correct manner, in the correct skips or receptacles (segregation of
waste) provided by the COMPANY and according to the Site rules on waste management.
2.2.6.2 All environmental releases regardless of size must be reported immediately to the COMPANY.
2.2.6.3 Transport all contaminated waste and or scrap to the COMPANY wash bay for cleaning by the
COMPANY appointed cleaning CONTRACTOR. After cleaning the CONTRACTOR will collect the
scrap and deliver it to the appropriate disposal point specified by the COMPANY.
2.2.6.4 Ensure all work planning should consider environmental impact prior to work start and correct
controls must be put in place including appropriate waste management and disposal Following
the FEP Environmental management Manual section 9.
2.2.6.5 Housekeeping and good orderliness is the responsibility of the CONTRACTOR undertaking the
work activity.
Ensure all work planning should consider good housekeeping / good orderliness prior to work
start. This includes maintaining work areas in good order throughout the field work activities,
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including waste containment, cleaning, collecting, bagging and placing waste at the correct
location. Where the waste has or may have contamination e.g. from lead, or chemicals, or
other, the CONTRACTOR must follow the COMPANY requirements for managing the waste.
The CONTRACTOR must clean up, segregate and dispose of all waste to the appropriate
COMPANY skips or waste receptacles on a regular basis in order to maintain a clean and safe
work site, workshops, compounds, stores offices accommodation etc.
The CONTRACTOR shall ensure that all rubbish, surplus materials, tools and small plant is
cleared away from all work faces progressively during the working shift and at the end of each
shift.
Non-compliance may result in stoppages by the COMPANY at the CONTRACTOR’s cost. Final
Completion of the work will not be certified by the COMPANY until all housekeeping has been
completed to the satisfaction of the COMPANY.
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SECTION 3 - ORGANISATION AND COMMUNICATION
3.1 CONTRACTOR's Responsibilities
3.1.1 The supply of all site management, supervisory, QA/QC staff, safety and support staff
and labour (of appropriate experience, qualification, certifications and competence)
required to ensure execution of the contract in a safe, efficient and cost-effective
manner and be able to demonstrate their competence, if required by the COMPANY. The
CONTRACTOR shall remove any personnel who cannot, in the COMPANY judgment,
demonstrate the required proficiency/performance.
3.1.2 Submit for review CONTRACTOR's personnel appointments for core team members and
provide COMPANY with organisation and responsibilities charts for the Head Office
interfaces and the site management and supervisory team. These are to be clearly
updated as or when changes occur and communicated to the COMPANY.
3.1.3 Provide suitable local and Head Office management support that is responsible for the
operation of the CONTRACTOR's operation onsite and for COMPANY/CONTRACTOR
management communication.
3.1.4
The CONTRACTOR shall not remove, replace or change the duties of any of the approved
staff without the express written authorisation of the COMPANY and such authorisation
shall not reasonably be withheld.
3.1.5 The CONTRACTOR shall nominate a Site Manager with overall responsibility for safety,
administration, planning and scheduling, technical matters, industrial relations,
supervision, and work progress and quality assurance and to coordinate with the
COMPANY. For incumbent CONTRACTORs, the Site Manager needs to be permanently
site based during the validity of the Contract period. For non-incumbent CONTRACTORs
the basis will be agreed as part of the mobilisation plan with the COMPANY.
In certain circumstances i.e. companies with minimal onsite employees, the
CONTRACTOR Site Manager may be based away from the job site but must maintain a
call out system.
The Site Manager must be appropriately experienced and qualified to fulfil the role.
Provision must be made to be able to contact them or their assigned deputy if needed
out of hours.
During their absence, due to illness or holidays or the like, the CONTRACTOR must
provide an adequate replacement.
Examples of responsibilities of the Site Manager are, without limitation:
Set expectations, provide clear leadership and be accountable for the CONTRACTOR’s site
team
Ensure legislative compliance in the area of Safety and Construction, including adherence
to any applicable EM T1BP, to set & reinforce clear expectations around Site safety standards
on a continuous basis via meetings and regular field presence
Exhibit I - EU0154A FEP, UK
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17
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Undertake LPS tool use as per specific training provided, including stewardship, investigation
and reporting.
Carry out regular site visits to ensure high safety standards are maintained. In case of non-
compliance, it is expected that the Site Manager shall provide appropriate coaching and
ensure immediate compliance.
Adhere to Construction (Design & Management) Regulations 2015 at all times.
Support CONTRACTOR driven Site safety programmes.
Ongoing safety, performance and evaluation assessments of each member of staff.
Be fully conversant with any Labour Agreements which affect the running of the Contract.
Have overview of upcoming works and be proactive in planning, resourcing and efficient
execution, attend or have oversight of schedule and progress meetings.
Ensure Quality Assurance and Quality Control programmes are clear and adhered to.
Share relevant site information with their staff e.g. safety sharing, contract amendments,
upcoming work etc.
Seek opportunities for innovative work and use of new technologies to maximise efficiency
on site. Be accountable for Contract adherence and conclude resolution with the COMPANY.
Ensure the Contract, including the content of the norms and method of measurement, is
understood by all relevant members of their staff and is applied effectively.
Ensure that the purchase to pay processes are followed and controls requirements are met.
Ensure norms utilisation is maximised and share with the COMPANY representatives on a
quarterly basis.
Arrange regular site visits with the CONTRACTOR regional management and keep them
involved with site issues and initiatives.
Ensure that Plans and Pricing Forms are issued timely:-
Advanced Work Packaged projects are to be estimated and submitted within 90 days
Non AWP Packaged projects are to be estimated and submitted within four weeks
3.1.6 The CONTRACTOR may be required to nominate a Superintendent or Lead First Line
Supervisor who shall be based on site and be available 'on call' at all times and be
responsible for the following:
Support the site manager with their expectations, provide clear leadership and be
accountable for the site team.
Ensure legislative compliance in the area of Safety, including adherence to any applicable
EM T1BP, to set & reinforce clear expectations around Site safety standards on a
continuous basis via meetings and regular field presence
Apply site safety standards on a continuous basis in the field to the expectations of the
training provided.
Liaison between the CONTRACTOR execution team and the COMPANY
Day to day allocation of labour in order to meet site priorities.
Manages the interface between Maintenance, Turnarounds, Projects based on the
manpower look ahead
Exhibit I - EU0154A FEP, UK
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Coordination of First Line Supervisors, where relevant
3.1.7 The CONTRACTOR shall nominate a Safety Officer. If the CONTRACTOR's Safety Officer
is only partly dedicated to the contract they shall be able to respond to any COMPANY
request/instruction in a timely manner.
They will have responsibility for the safety systems and measures implemented by the
CONTRACTOR and COMPANY to manage all CONTRACTOR’s staff safely.
During absence, due to illness or holidays or the like, the CONTRACTOR must provide
an adequate replacement.
The Safety Advisor should be appropriately qualified and have appropriate industry
experience to fulfil the following duties, without limitation:
Provide guidance and advice for site safety standards as required by the Technicians and
CONTRACTOR extended leadership team. Have a visible and proactive field presence
Have access to COMPANY ‘Impact’ safety system and identify leading and lagging indicators
from the LPS bundles and cascade to the site team
Undertake an active part of incident/accident investigation
Investigate, report and follow up on Losses/Near Losses
Conduct preventative safety training and initiatives in accordance with the COMPANY
requirements.
Coordinate and steward the use of LPS tools
Attend COMPANY safety meetings as required and cascade clear safety messages to their
teams.
Follow-up safety concerns and conclude resolution with the COMPANY
Use relevant incident reporting tools as required by the COMPANY
Train and lead the site team in Safety, Health and Environmental initiatives prescribed by
legislation and the Site safety practices. (Harness training, Working at Height Tier 1 Best
Practices)
Use UK HSE Incident reporting tools (e.g. RIDDOR 2013)
Provide visible site field presence and conduct daily on-the-job LPSA touches
Review/approval of method statements and RAMS
3.1.8 The CONTRACTOR shall provide sufficient, suitably experienced and qualified
supervisory personnel necessary for satisfactory performance of the work and at a
supervisory ratio able to meet both safety and productivity objectives (typically 1:8 to
1:10). Within this document the term First Line Supervisor (FLS) is used commonly to
refer to this position.
It is expected that incumbent CONTRACTORs will provide a continuous improvement
program, including training and assessment, for their trade Supervisors to ensure their
effectiveness is fully utilised. For non-incumbent CONTRACTORs, a fit for purpose
training should be applied to enable the FLS to suitably perform their role.
Main responsibilities of FLS will include without limitation:
Exhibit I - EU0154A FEP, UK
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FLS are to be primarily field based
Possess the appropriate qualifications and experience for the given area of responsibility
Be able to assess the risk of the job task and compile TRA (Task Risk Assessment) for review
by the COMPANY where required
Knowledge of the COMPANY site standards applicable to the safe execution of the work
Apply site safety standards, including LPS on a continuous basis in the field with their
workforce, conduct daily job starts (Toolbox talks), actively “safety touch” field personnel,
be safety leaders and promoters of safe working practices and site standards
Understand and set standards and expectations for safety, quality, productivity and general
work behaviours
Create and foster an open and honest relationship with their team where concerns are
discussed openly and acted upon to the benefit of the group and the COMPANY
Ensure that all team members fully understand the work scope and applicable standards
before starting work
Raise all required work permits for work under their control
Proactively set up jobs to maximise the efficiency of their team
Ensure a proactive response in redeploying workforce in the event of any stoppages
Ensure that the COMPANY is aware of any obstacles preventing execution of the works
Raise Technical Queries (TQs) where appropriate & gain approval prior to start of work
Provide execution progress updates to the COMPANY
Follow agreed work change process for any additional work, change of scope, change in
payment basis, submit in a timely fashion and assure that they are appropriately approved
and signed by all necessary parties before start of work as outlined in Section 7 Contract
Administration
3.1.9 Planning and Scheduling- the COMPANY may ask the CONTRACTOR to provide resource
for Planning and or Scheduling, or both.
Outline of roles:
Planner compiles the necessary information from the Workscope into a Job Pack or
similar with enough detail to be able to complete the work to the desired outcome.
The Job Pack should provide details such as;
o Relevant SHE information including, but not limited to, RAMS, JLAs, etc.
o Quality i.e. WIPs, or other supporting maintenance standards
o Job Steps- including interactions, relevant Process plan interactions,
required trades and durations
o Engineering, drawings or other technical information
o Applicable procedures
o Materials, note that the Planner would typically source the materials
Scheduler manages a Scheduling tool, typically Primavera (or Microsoft Project).
o The Schedule provides the organisation with the details of when an
activity is likely to take place
o Enables the necessary resources to be understood and allocated
o Helps define the overall duration including critical and sub-critical paths
Exhibit I - EU0154A FEP, UK
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o Updates progress, hours earned
o Provides insight into progress, including focus on potential Schedule
slippage
o Provides a forecast of work completion timing
A more detailed Job Description for these functions will be included in the Exhibit A
Scope of Work specific to each contract where applicable.
3.1.10 The CONTRACTOR shall provide site administration and secretarial staff necessary for
performance of all the work as per Section 7, Contract Administration.
3.1.11 The CONTRACTOR shall provide adequate number of scoping, planning and scheduling
staff competent in the contract trade skills to provide as per Section Eight and the
following but not limited to:
Apply applicable safety standards on a continuous basis
Efficient job scoping from site or interpretation of COMPANY Engineering drawings
Development of Norms Based Pricing forms as and when applicable
Use of a planning and scheduling tool, typically Primavera P6
Development and stewardship of high level resource loaded execution plans
Provide progress measurement
Monitor and measure norms utilisation
Monitor adherence to critical milestone dates
Develop material take-offs from drawings or site visits if drawings are not provided
Minor engineering and development of work scopes
Develop manpower look ahead
3.1.12 The CONTRACTOR shall be responsible for material coordination, this may be a separate
or combined role. Responsibilities shall include but not limited to:
Determining and organising materials from drawings and CMLs (Construction Material List)
issued by COMPANY
Determine and organising material needs based on information from site visits when no CML
has been issued
Bulk requisitioning / ordering of material when requested by the COMPANY
Where appropriate the CONTRACTOR may be required to order material from COMPANY
nominated suppliers or contracts Authorised Manufacturer List (AML).
Alternatively, the CONTRACTOR will be expected to purchase materials to the required
quality at the most competitive cost from other sources. All sources must be approved by
the COMPANY prior to any commitments being made to ensure OIMS critical material
requirements are met
Present a price quotation to the COMPANY prior to any commitment with third party Ensuring
procurement of materials and services meet the COMPANY site standards
Immediate reporting to COMPANY of any materials linked to critical activities that will not
meet required delivery dates and assure efficient expediting, for coordination, expediting,
timely delivery, notification to the COMPANY if materials will not meet required delivery
Exhibit I - EU0154A FEP, UK
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dates and any necessary certifications Materials co-ordination and transportation to work
locations by suitable vehicle type
Co-ordination of material deliveries to achieve construction schedules
Provision of a monthly materials report for materials held by the CONTRACTOR on behalf of
the COMPANY detailing description, quantities, value etc.
Retain documentation related to purchase of materials and/or services for the COMPANY
(e.g. bid documentation)
Invoice receipt control and financial settlement with material supplier/COMPANY
Submission of 3
rd
Party Invoices and receipts for authorisation to a COMPANY representative
at the earliest opportunity upon the receipt of material/service
Manage temporary stores facilities/laydowns to meet the scopes of the onsite activities
3.1.13 The CONTRACTOR shall provide sufficient workforce to cover all the QA/QC activities
required by Section 6 and the contract and will be but not limited to:
Providing each job pack with the relevant Quality documentation for field use e.g. Weld
Inspection Reports, Materials information, Test requirements, Flange Bolting Cert’s and
other applicable Cert’s
Conduct field quality checks to ensure application and compliance to the QA Plan
Conduct field quality checks on all work completed to assure compliance with all applicable
standards and GP’s prior to handover to the COMPANY
Conduct goods inwards inspections, in accordance with approved ITP, on all materials
received and issue the corresponding documentation to the COMPANY
3.1.14 The CONTRACTOR shall provide sufficient, suitably experienced and qualified lifting
Appointed Persons (under LOLER Regs) and Riggers necessary for the effective
performance of the work under the contract. The CONTRACTOR must also follow the EM
T1BP for Cranes & Lifting. Once personnel arrive on site they then must undertake T1BP
training – FET 394 & 395. Following on from this, two exams must be completed with
100% pass mark required prior to working on site, whether it be for planning or
executing lifts.
The Appointed Person must be able to plan and execute both basic and complex lifts as
defined in the FEP procedure and T1BP version 4.
All lifts are to be planned through development and issue of method statement and risk
assessment (lift plan) by the CONTRACTOR Appointed Person and submitted to
COMPANY for review and comment along with relevant T1BP appendices. The Appointed
Person acts as the Lift Supervisor (defined as Lift Director under T1BP).
The Appointed Person must:
Be an Appointed Person to BS 7121, assessed and approved by a qualified
independent organisation
Hold a current Construction Plant Competence Scheme blue card. Hold a Level 6
Diploma/NVQ Level 3 in Controlling Lifting Operations (English qualification) or SVQ
Exhibit I - EU0154A FEP, UK
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in Controlling Lifting Operations: Planning Lifts (Construction) SCQF level 8 (Scottish
qualification).
3.1.15 The CONTRACTOR shall provide a sufficient number of suitably experienced and
qualified technicians applicable for the contract requirements. Their responsibilities
include but are not limited to:
Qualified and competent to carry out the work to applicable industry and FEP site
standards
Welder Technicians to be multi coded in T.I.G and M.M.A. Pre-qualification may be
required up front
Committed to follow site safety standards and use of LPS tools on a continuous basis
Execute work scope to applicable site safety standards
They must understand safety procedures and consequences of working on live plant
equipment and critical systems
Recognise change and different levels of risk by using LPSA and seek guidance from
Supervision
Effectively communicate between Supervisor, adjacent work groups and other
departments to ensure safe and efficient work execution
It is the COMPANY requirement that the CONTRACTOR chargehands, working
foremen and those personnel nominated for Supervisory stand-in will receive training
to authorise them to request Permits to Work, for activities to be undertaken under
the contract. This will allow them to raise, submit and receive permits and will
enhance the competency, flexibility and efficiency of the CONTRACTOR’s workforce.
See Section 2.2.4.6
3.1.16 The COMPANY reserves the right to 'approve' key CONTRACTOR staff to ensure
consistent standards. All CONTRACTOR labour/staff are subject to exclusion from Site
for breach of COMPANY rules/policies- see Section 3.1.4
The CONTRACTOR shall not remove, replace or change the duties of any of the approved
staff without the express written authorisation of the COMPANY.
3.1.17 Ensure that all written communication is directed to the appropriate COMPANY contact
(see section 3.3).
3.1.18 Report CONTRACTOR performance onsite to the COMPANY with respect to safety,
industrial relations and productivity.
3.1.19 Provide competent and sufficient back-up staff for key positions to cover sickness,
holidays and absence from site.
Exhibit I - EU0154A FEP, UK
SECTION
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SECTION 4 - THIRD PARTY SERVICES/MATERIALS
4.1 CONTRACTOR Responsibilities
4.1.1 Sub-contracting (including so called ‘Third Party’) of any part of the contract works will
only be allowed on Site with the prior written approval of the COMPANY. The
CONTRACTOR must fully supply names of Sub-contractors prior to contract award for
review. Any proposed Sub-contractor must be OIMS approved by the COMPANY prior to
commencement of the works. The decision to approve a Sub-contractor proposed by
the CONTRACTOR is at the sole discretion of the COMPANY. Restrictions with regard to
quality and or safety critical functions may apply.
The CONTRACTOR will be working in close proximity with the COMPANY or other
contracted forces including, but not limited to, mechanical, civil, instrumentation,
scaffolding, painting, insulation and other specialist Sub-contractors.
4.1.2 Make available to the COMPANY procedures for the procurement, management and
control of third party services and materials on request. These will include but not be
limited to:
Production of procurement and Sub-contractors plans
Agreeing list of vendors, Sub-contractors and agencies
Procurement of materials and equipment
Sub-contracting - management and performance monitoring
Expediting
Vendor/Sub-contractor for offsite inspection
Material segregation and control
4.1.3 Ensure that all Sub-contractors and vendors are aware of and comply with all the
requirements of this Contract including the requirements of the Operations Integrity
Management Systems (OIMS), the relevant COMPANY standards, procedures and
expectations. The CONTRACTOR will be responsible for LPS and other Site required
training of the sub-contracted resource where required.
4.1.4 Review vendor documents to ensure conformance to the specification
4.1.5 Ensure that only OIMS approved Sub-contractors are used for OIMS critical work, or are
approved by the COMPANY for emergency situations prior to attending site.
4.1.6 Propose to the COMPANY in a timely manner any new OIMS approval of Sub-contractor
required during work execution for COMPANY approval. This will include a justification
as to why the additional services are required.
4.1.7 Comply with COMPANY vendor/Sub-contractor offsite inspection requirements.
4.1.8 Manage interfaces between the COMPANY, Sub-contractor, vendors and supervised
CONTRACTORs.
4.1.9 Monitor performance of Sub-contractors, vendors and supervised CONTRACTORs,
including for the quality of their work.
4.1.10 Ensure that they exercise the appropriate level of supervision over any Sub-contractors
that are new to Site or relatively inexperienced at the Site.
4.1.11 Provide all necessary documentation to the COMPANY supplied by sub-contract/ vendors
as detailed in the contract.
4.1.12 Make available all documentation and records for COMPANY inspection.
4.1.13 Supporting Trades and Hired Equipment
Exhibit I - EU0154A FEP, UK
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The CONTRACTOR may require support services to perform the work task assigned to
them by the COMPANY. The CONTRACTOR is entitled and must primarily use the site
based third parties’ service Contracts. The site-based third parties’ service will be
provided to the CONTRACTOR under the conditions of the Contracts between the
COMPANY and the third-party provider.
These services must be considered at the planning stage.
The COMPANY will not pay for stoppages incurred by the CONTRACTOR when access to
work faces is not available to the CONTRACTOR due to:
Failure to provide, in the COMPANY opinion, sufficient advance notice of such
requirements or required modifications where in the COMPANY opinion the
modification could have been pre-empted
Failure to check, in the COMPANY opinion, suitability, availability or inspection i.e.
date of scaffold, in advance of requirements to give the COMPANY sufficient advance
notice to rectify if unsuitable
Scaffold & access specific- as an alternative to the use of access scaffolding the
COMPANY may, at its sole discretion, instruct the CONTRACTOR to provide their own
access with alternative means approved by the COMPANY.
Scaffold request forms and Scaffold handover certificates to be introduced.
To ensure the efficient use of the alternative means of access, the CONTRACTOR should
be able to satisfactorily justify to COMPANY representative, (if requested) the size and
type of alternative means of access to be utilised and the timescale for which it is
required.
The CONTRACTOR should arrange for the COMPANY representative to counter sign
CONTRACTOR’s in house requisition prior to placing their order for the proposed
alternative means of access with the respective Sub-contractor. The certification of such
alternative means of access will be the responsibility of the CONTRACTOR / Access
Equipment CONTRACTOR.
If requested to do so by the COMPANY procedure or to meet the COMPANY Quality
Assurance Procedures, the CONTRACTOR / Access Equipment CONTRACTOR will make
available evidence of access equipment certification for review by the COMPANY.
4.1.14 Hired Equipment
The COMPANY has existing term hire Agreements with third parties. The CONTRACTOR
should where possible use these existing Agreements.
Any hired equipment requiring service or repair to be changed out and maintenance
works to be completed off site, without impacting schedule or cost of works.
Where the CONTRACTOR is using the COMPANY agreements (hired equipment,
Access, Insulation etc.) it is the CONTRACTOR responsibility to plan and coordinate
the interface requirements between themselves and the third parties. The
CONTRACTOR must submit these requirements to the COMPANY representative
sufficiently in advance of its programmed usage such that, in the COMPANY
representative’s judgement they have reasonable notice to provide notice to the
provider.
Plant/Equipment/Temporary Power Supplies can be sourced by the CONTRACTOR
outside of these Agreements in exceptional cases when the job required cannot be done
using the COMPANY Agreements.
Exhibit I - EU0154A FEP, UK
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In these circumstances, the CONTRACTOR will document the reasons, obtain approval
from the COMPANY and provide the COMPANY with the most cost effective solution. The
CONTRACTOR is responsible for their Sub-contractors.
4.1.15 Trade Services
For trade services NOT in the Scope of the contract the COMPANY may provide any
necessary trades (NDT, Cranes etc.) to the CONTRACTOR free of charge.
Notwithstanding the above, it is the CONTRACTOR’s responsibility to plan and
coordinate CONTRACTOR’s requirements. The CONTRACTOR must submit these
requirements to the COMPANY representative sufficiently in advance of its programmed
usage such that, in the COMPANY representative’s judgement, they have reasonable
notice to provide notice to the service provider.
The CONTRACTOR must verify that the service has been provided, is suitable and
adequate for the task prior to the commencement of work and until all work has been
completed.
Insufficient notice which causes a delay to the CONTRACTOR, is deemed to be at the
CONTRACTOR’s expense.
4.1.16 Cranes
The CONTRACTOR must identify all crane requirements, size and type of crane to be
utilised and the timescale for which the crane is required at the planning stage and
coordinate with the COMPANY Crane Coordinator to determine utilisation of the
COMPANY site based crane or hire of suitable from approved third party for all lifting
activities.
Where the COMPANY cannot provide a site based crane, the CONTRACTOR must inform
the COMPANY representative and may be requested to provide the cranes on the basis
of net invoiced cost to the CONTRACTOR plus an appropriate handling charge. The
CONTRACTOR should arrange for the COMPANY representative to countersign the
CONTRACTOR in house requisition prior to placing their order on the respective crane
CONTRACTOR. The certification of such cranes will be the responsibility of the
CONTRACTOR / Crane CONTRACTOR in compliance with UK LOLER Regulations and the
COMPANY Crane and Lifting Tier 1 Best Practice.
For all cranes and or lifting equipment it is the responsibility of the CONTRACTOR to
ensure that prior to the lift commencing:
The Crane and any associated lifting equipment display’s a valid load test certification
with the load rating
An appropriate lift plan has been completed and is in the possession of the Appointed
Person
The CONTRACTOR must give sufficient notice of all crane requirements to the
COMPANY.
The Contactor is responsible to ensure all crane requests are confirmed with the
COMPANY Crane Coordinator and Crane supplier prior to commencing work.
The CONTRACTOR is responsible for the crane set up, including crane mats, as per the
lift plan.
Exhibit I - EU0154A FEP, UK
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SECTION 5 - PERSONNEL MANAGEMENT
5.1 CONTRACTOR
R
ESPONSIBILITIES
5.1.1 Advise COMPANY immediately of all industrial relation or site security issues that may
affect the site.
The CONTRACTOR must be aware of the content and the implications of the applicable
agreements in order that they do not cause any Industrial Relations problems whilst
working on the Site.
FEP is a National Agreement for the Engineering Construction Industry (NAECI) status
site with mechanical, electrical, insulation and scaffolding work covered under the
agreement.
The CONTRACTOR should take this into consideration when deciding on what basis
they wish to employ labour on the FEP site.
In their considerations, the CONTRACTOR should take cognizance of the NAECI and
the NAECI Supplementary Agreement for Contractors and their Employees
Undertaking Category 2 Work at FEP.
The CONTRACTOR's Industrial Relations Officer will consult with COMPANY Industrial
Relations Contact if they require advice and updating with reference to site industrial
relations, current site agreements and practices.
The CONTRACTOR should endeavour to discuss with the COMPANY Industrial Relations
Contact prior to contacting the local Trade Union (TU) officials. The CONTRACTOR shall
provide notice to the COMPANY Industrial Relations Contact if any TU Officials are
coming to site.
Subsequent to this, the CONTRACTOR may be required to meet the appropriate TU
official’s signatory to the FEP Supplementary Agreement for discussions to ensure that
all parties concerned are fully satisfied that the work being carried out is executed in
accordance with the terms of the relevant labour agreement.
5.1.2 All hours worked by labour and their rates of pay will be in strict accordance with the
terms and conditions laid down in any applicable agreements and SAP price systems
Sub-contracting any of the work or cross hiring of labour shall only be allowed with the
prior approval of the COMPANY in each and every instance.
Should there be any major changes to labour agreements, the COMPANY reserves the
right to re-negotiate the rates of this contract. The CONTRACTOR is reminded that if
they subcontract certain work, the subcontract labour may also fall within the scope of
any applicable labour agreements. Subcontracting of any work or cross hiring of labour
shall only be allowed with the prior written approval of the COMPANY in each and every
instance.
The normal working week shall be in strict accordance with the terms of the contract
agreement and Working Time Directive.
The COMPANY reserves the right to alter/amend the above working hours but always in
the case of 'In Scope' labour, within the terms of the contract agreement.
5.1.3 The CONTRACTOR's labour may be required to work some overtime. If the overtime is
at the COMPANY request, it will be subject to prior COMPANY approval.
Exhibit I - EU0154A FEP, UK
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Contractors can however work overtime at their own cost as long as the COMPANY is
notified and safe systems of work are maintained. Overtime must comply with working
time directives.
Note that NAECI provides a 52-week reference period and therefore Contractors may
need to take account, at recruitment, of the hours worked by the individual in the
previous employment. If the NAECI is not utilised, the legislation specifies a 17 week
reference period is to be used.
The operation of overtime should be managed by the CONTRACTOR and arranged with
the co-operation and agreement of the workers concerned.
Management should take into account, where appropriate, the fair allocation of
overtime amongst their workforce, but this must not be at the expense of productivity
and efficiency. Union-sponsored overtime rotas or lists should never be used as the
source of data determining the allocation of overtime, which remains solely a
management responsibility.
A formal 'waiver' document' must be approved by a senior COMPANY manager.
Event/Turnaround work may be worked on a 6 day, 10 hours per day pattern with 2
work breaks.
Periods of work may be a 6 day week with a rest day (“6+1”) or 12 days with 2 rest
days (“12+2”).
5.1.4 Site Manager or nominated representative is to attend quarterly IR coordination
meetings if requested.
5.1.5 Retain membership of the appropriate Employer's Association.
5.1.6 The CONTRACTOR must provide sickness, accident and life insurance provisions via an
approved scheme.
5.1.7 The CONTRACTOR must offer employees membership of a suitable stakeholder pension
scheme. Details should be obtained via the relevant Employers Association
5.1.8 Operate an approved biometric time recording/attendance system of their staff’s
attendance on Site at all times day and night. Alternative “clocking” systems must be
approved by the COMPANY.
These records must be available for the COMPANY verification at any moment during
normal working hours.
The practice of payment for hours not worked by adjusting the clock cards is forbidden
(otherwise known as "job and knock"). If any recorded times are changed or missing
the reason must be documented and signed by the CONTRACTOR’s Site Manager or
Deputy
5.1.9 Ensure that employees are graded, provide proof of grading, and are registered.
5.1.10 The CONTRACTOR may be expected to bring a limited number of apprentices on site.
Each apprentice must have a trade mentor readily available provided by the
CONTRACTOR. The actual number will be agreed with the COMPANY year on year. The
site rules regarding Apprentices and Short Service Workers must be respected.
Exhibit I - EU0154A FEP, UK
SECTION
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SECTION 6 - QUALITY MANAGEMENT
6.1 Scope
This section defines the COMPANY and CONTRACTOR's responsibilities for quality
management of work
6.2 CONTRACTOR's Responsibilities
6.2.1 The Contract works will be carried out to the highest standards of workmanship and in
full accordance with all relevant FEP Engineering Standards, ExxonMobil Global Practices
and all applicable Industry Standards and COMPANY Safe Working Practices and site
standards. Any deviations from the COMPANY standards requires prior written and
correctly endorsed approval/waiver from the COMPANY.
The CONTRACTOR shall be responsible for producing and following a quality plan, the
principle aims of the quality plan are to ensure the following:
A leak free start up
An incident free start up
Installation as per engineering design requirements
Achieves no re-work
Is consistent with OIMS
The CONTRACTOR is responsible for carrying out all necessary quality control activities,
in accordance with their ISO 9001 accreditation. Any quality checks made by the
COMPANY will be for their own records and will not relieve the CONTRACTOR of their
obligations. This includes pre-qualification for welders or other specialist skills e.g.
certain refractory repairs, tube expanding/rolling, Swagelok fitting assembly etc.
The CONTRACTOR is responsible for the provision of all QC documentation associated
with their works and their Sub-contractors; in adition the CONTRACTOR is responsible
for the collation of all QC documentation for the entire work package in accordance with
COMPANY requirements. It is CONTRACTOR’S responsibility to ensure all QC
documentation is correct and verified and returned to COMPANY in agreed timeframe to
prevent start-up delays.
For Turnarounds, Handover will be collated in circuit order as detailed by the Schedule
/ hand back dates. Sufficient resource needs to be in place to deliver this activity
recognising that this activity could become critical path near the end of the turnaround.
The CONTRACTOR should send all requests for technical clarification in writing or email
to the COMPANY. Written approval must be given prior to commencing.
General steelwork / supports are to be fabricated in accordance with associated
COMPANY piping and civil standards.
6.2.2 Pressure Equipment Regulations
Pressurised Equipment specified within purchase orders will need to conform to the
requirements of the Pressure Equipment (Safety) Regulations 2016, as they apply to
equipment being supplied in or into Great Britain from 1 January 2021. These
Regulations supplement the standards and specifications incorporated within this
Exhibit I - EU0154A FEP, UK
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enquiry. Any conflict between the Pressure Equipment Regulations and the standards
and specifications shall be resolved with the COMPANY.
The CONTRACTOR is required to submit details of their quality assurance system. If
they do not have a formal quality assurance system, the CONTRACTOR shall
demonstrate how standards will be maintained. The CONTRACTOR shall make available
to the COMPANY, quality procedures, plans and supporting documentation.
The CONTRACTOR shall supply the following information:
Name of Notified Body
Confirmation that the equipment will be UKCA marked *
Equipment Risk Category
Conformity Assessment module to be used
Confirmation that the vendor's Notified Body will accept the materials selected
Confirmation that the source of materials will be certified by a Q.A. system which is
approved by an accredited Notified Body or that the manufacturer has allowed for
full source inspection by an Notified Body
Typical, minimum maintenance service requirements (if any)
Risk Assessment scope and any involvement required of the COMPANY
*The UKCA mark is the replacement for CE marking in Great Britain. Applying
the UKCA mark is exactly like using the CE logo. The Regulations and Directives
which created the legal structure for CE marking have now been adopted into UK law
and updated to change the terminology and to bring them completely within the
control of the UK government.
In the event of a purchase order including the provision of an operating and
maintenance manual, this manual should define the general principles. It should not
mandate specific operating or maintenance procedures, inspection frequencies, or the
extent of inspection after the equipment or piping has been taken into service by the
COMPANY, unless required for warranties. Limiting components and the cause of the
limitation should be identified for consideration by the COMPANY.
A Schedule of these requirements should be produced for each equipment item or for
each part of an Assembly, the boundaries of each Assembly should be clearly identified.
6.2.3 All work to be executed under the Contract must be carried out to the requirements of
Fife Engineering Standards, COMPANY Global Practices, Safe Working Practices, British
Standards and any other applicable Industry Standards both Local and National as
required by the COMPANY. The CONTRACTOR will be provided with the relevant
ExxonMobil Downstream Global Practices and GII's. However, the CONTRACTOR is to
ensure they are in full compliance with the requirements of the ExxonMobil Global
Practices when executing fabrication activities:
Key ExxonMobil Global Practices:
Explanation and Use of Global Practices GP 00-00-01
Welding Procedures GP 18-07-01
Additional Requirement for Materials GP 18-10-01
Positive Material Identification GP 18-12-01
Paint and Protective Coatings GP 19-01-01
Inspection of Equipment and Materials GP 20-01-01
Administrative Procedures for Obtaining Inspection GP 20-01-02
Quality Programs GP 20-01-03
Exhibit I - EU0154A FEP, UK
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Provide inspection as required to the COMPANY standard and ensure that all work carried
out meets scope and specification defined by the COMPANY. See also FEP Site Projects
Quality Manual.
The CONTRACTOR is responsible for carrying out all necessary quality control activities,
in accordance with their ISO 9001 accreditation. Any quality checks made by the
COMPANY will be for their own records and will not relieve the CONTRACTOR of their
obligations.
The CONTRACTOR must supply a full quality pack with delivery of the fabrication or supply
of materials i.e. spool, steelwork and upon completion of field installation of the
completed on site works.
The CONTRACTOR shall be responsible for coordinating all NDE services, both for offsite
and onsite fabrication that may be necessary to satisfy the requirements of GP 03-18-
01, as requested by the COMPANY Inspector via the Weld Inspection Request (WIP).
Note that Radiographic Testing (RT) permit requests must be submitted with a minimum
24hrs advanced notice.
The Inspection Company must be independent of the CONTRACTOR Company completing
the welding.
The CONTRACTOR shall be responsible for NDE, receiving NDE reports and documenting
NDE history on the drawings prepared by him showing piping fabrication history. The
CONTRACTOR shall keep a full record of every NDE report and radiograph taken, which
will enable it to be related to the actual weld and welder who made it. These records shall
be available for review by the COMPANY Inspector on request and copies supplied to
COMPANY without charge. CONTRACTOR is to make available to the COMPANY Inspector,
on request, a dark room and the associated facilities for viewing radiographs, without
charge.
The COMPANY will be the final arbiter for the interpretation of all NDE results and will
determine the final acceptability of all welding work in accordance with the applicable
Codes and Specifications. Such acceptance shall not release the CONTRACTOR from any
of their responsibilities for welding work.
Defects that are repaired by the CONTRACTOR are to be re-inspected and re-tested at
the CONTRACTOR cost.
In the event of a weld failing NDE, any further testing required over and above the
ExxonMobil Global Practice minimum will be at the CONTRACTOR’s cost.
The CONTRACTOR shall also keep a record of all other non-destructive testing carried out
to identify results and test location. These records shall be made available, for review,
on request by the Inspector and shall be supplied to Company without charge.
Welding and NDT must be carried out in strict accordance with the issued Weld Inspection
Plan (WIP). In the event of a weld failing NDT, any further testing required over and
above the ExxonMobil Global Practice minimum will be at the CONTRACTOR’s cost.
The QA/QC may be a phased process dictated by handover/start-up requirements.
6.2.4 Storage of weld consumables- the CONTRACTOR shall correctly store all welding
electrodes for fabrication in a manner satisfactory to the COMPANY. This applies for both
shop and field consumables.
The CONTRACTOR shall have a process for the issuing, storing and controlling of welding
consumables.
The CONTRACTOR is to submit procedures for review.
Exhibit I - EU0154A FEP, UK
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6.2.5 Inform COMPANY of testing/inspection schedules in accordance with the relevant
specification and International Practices as agree witnessing requirements.
6.2.6 Provide Quality documentation in the form of a quality pack (this may be a phased process
dictated by handover/start-up requirements), which will include, as applicable:
Quality Pack Front Sheet/Inspection Reports
Test Certificates/Materials Certificates
Weld Inspection Reports
Hydro-test Certificates and graphs
Flange Assembly & Tightness Sheets
Cube tests/Loop Tests
Insulation tests/Continuity Tests
Etc.
All items are to be marked with the drawing number and spool, nozzle or support number,
prior to delivery, by stencil or robust label. All items are to be delivered to the nominated
laydown area and marked for the attention of the responsible COMPANY Material
Coordinator.
One copy of the delivery note is to accompany the delivery with a duplicate copy being
sent to the responsible COMPANY Material Coordinator.
The CONTRACTOR will be advised by the COMPANY of its Material Coordinator as this is
dependent on the type of work and its location.
It is required that as a minimum marking standard, isometric spools and pipe supports
including loose fittings and boxed support bolting should be marked on the tag or the
agreed alternative should record the following information:
Drawing number / Project name & number
Spool number
Purchase order / call-off order number/WON
Job description
CONTRACTOR reference number / identifier
The CONTRACTOR’s delivery paperwork must as a minimum record the following
information:
Drawing number / Project name & number
Spool number
Purchase order / call-off order number/WON
Job description
6.2.7 “As-Built” drawings - where deemed appropriate by the COMPANY, the CONTRACTOR
will issue to the COMPANY upon completion of construction work, a set of marked up
prints to “as built” status with actual field installation details e.g. dimensions, material
types and specification. For this purpose, the COMPANY will issue to the CONTRACTOR
one set of drawings stamped “As Built”.
The final “as built” drawings must be submitted to the COMPANY upon mechanical
completion of the work package. The CONTRACTOR may request additional sets of
drawings if necessary.
The CONTRACTOR shall keep one complete set of all construction issue drawings
pertinent to the work in hand, on the site at all times which shall be marked up to 'as-
built' status with any variations as and when they occur to allow phased handover when
required.
Exhibit I - EU0154A FEP, UK
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The CONTRACTOR shall demonstrate from time to time, as required by the COMPANY
during the execution of the works, that adequate and accurate records are being kept
to ensure that the 'as-built' drawings and schedules are being progressively compiled
as the work proceeds on site.
The CONTRACTOR is expected to verify the exactitude and legal compliance of the
provided drawings and inform the COMPANY immediately, prior to commencing work,
of any discrepancies.
6.2.8 Self audit organisation to ensure compliance with quality systems and procedures and
confirm compliance with COMPANY.
6.2.9 Provide a regular report on handover status, technical queries and quality issues to the
COMPANY.
6.2.10 At the COMPANY request to provide full mechanical and legislative catalogues.
6.2.11 Defective Work
Any work carried out under the contract, directly by the CONTRACTOR or all or any of
its Sub-contractors or Partners which, in the COMPANY sole judgment, does not meet
the requirements of the Contract, current Fife Engineering Standards, current GPs or
is unfit for purpose due to the CONTRACTOR’s negligence, shall be reworked/replaced
to the COMPANY satisfaction.
The COMPANY has the authority to reject or disapprove Work that the COMPANY finds
to be defective. If required by COMPANY, CONTRACTOR shall promptly either correct
all defective Work or remove such defective Work and replace it with non-defective
Work. CONTRACTOR shall bear all direct, indirect, and consequential costs of such
removal or corrections including cost of testing and personnel.
Should CONTRACTOR fail or refuse to remove or correct any defective Work or to make
any necessary repairs in accordance with the requirements of this Contract within the
time indicated in writing by COMPANY, the COMPANY shall have the authority to cause
the defective Work to be removed or corrected, or make such repairs as may be
necessary, at CONTRACTOR’s expense. Any expense incurred by COMPANY in making
such removals, corrections, or repairs, shall, at COMPANY’s election, be paid for out of
any monies due or which may become due to CONTRACTOR or charged against the
Performance Bonus [if applicable]. In the event of failure of CONTRACTOR to make all
necessary repairs promptly and fully, COMPANY may declare CONTRACTOR in default.
If, within one (1) year after Substantial Completion or such longer period of time as
may be prescribed by the terms of any applicable special warranty required by this
Contract, or by any specific provision of this Contract, any of the Work is found to be
defective or not in accordance with this Contract, CONTRACTOR, after receipt of written
notice from COMPANY, shall promptly correct such defective or nonconforming Work
within the time specified by COMPANY, without cost to COMPANY. Nothing contained
herein shall be construed to establish a period of limitation with respect to any other
obligation that CONTRACTOR might have under this Contract, including, but not limited
to, any claim regarding latent defects.
Failure to reject any defective Work or material shall not in any way prevent later
rejection when such defect is discovered, nor shall such failure obligate COMPANY to
final acceptance.
Exhibit I - EU0154A FEP, UK
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SECTION 7 - CONTRACT ADMINISTRATION
7.1 Scope
This section defines the COMPANY and CONTRACTOR responsibilities for the
administration of the contract.
7.2 CONTRACTOR's Responsibilities
7.2.1 Provide suitable local and Head Office support staff of appropriate experience,
qualification and competence to carry out the administration of the contract.
7.2.2 Maintain procedures for use by site based personnel, appropriate to the work. These
will include:
Work change control – as it happens in the field
Cost Control
Overtime Control
Contract Administration
Timesheets, Unit Rate Pricing Forms, Third Party Invoices etc.
Invoicing
Vehicles, plant and equipment control
7.2.3 Keep at site clear, exact, up-to-date documentation regarding the scope of the Contract.
This includes for example, safety issues including reporting, the quantities and dates of
work done, personnel qualifications, holiday tracker, timekeeping, back-up
documentation for Service Entry Sheets, 3rd party invoices. This documentation must
be readily available upon the COMPANY request and may be verified at any moment.
7.2.4 Have an IT system that can:
Store the quantities and type of work
Calculate costs in line with the contract pricing schedule and the contract service
masters
Generate cost and progress reports by work type and COMPANY work
groups/departments
7.2.5 Ensure no work is completed without a valid Purchase Order or covered by an approved
Maintenance Change Request (MCR) or Confirmation of Verbal Instruction (CVI).
Work can only be performed on the scope mentioned in the purchase order up to the
purchase order value.
It is the CONTRACTOR’s duty of care to verify that the Purchase Order received is correct
in value and content. If not, the CONTRACTOR must not start work before corrections
are made by the COMPANY.
7.2.6 Keep a comprehensive detailed daily site wide record of staff and labour on site and any
personnel performing Work off-site, which should be made available to the COMPANY
at all times.
7.2.7 Be able to distinguish Time and Materials Work (Daywork) and Lump Sum Working.
Time & Materials (T&M) is also referred to as Daywork.
Lump Sum (LS) is often preferable as a means of contract type issued by the COMPANY.
The details of the LS will be covered in the supporting documents e.g. Scope of Work,
Norms. LS is only possible where there exists a well-defined scope of work. The intent
of LS is to help ensure a number of factors, including understanding of predicted
CONTRACTOR final costs (if the scope remains unchanged) to the COMPANY, likely
Exhibit I - EU0154A FEP, UK
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Schedule etc. Any changes (additions or deletions) are required to be formally
documented with signed approval prior to proceeding.
Where work is required to be carried out on a Time & Materials basis, (Onsite or Offsite)
the COMPANY and the CONTRACTOR will agree on labour, equipment and plant
requirements. These must be recorded on daily labour sheets and sent to the COMPANY
representative by the next working day. It is the CONTRACTOR’s responsibility to ensure
that these are signed and approved by the COMPANY representative.
If the COMPANY agrees to weekly submissions, the labour sheet must be submitted for
the previous week on the following Monday morning.
For Turnarounds the CONTRACTOR will provide a labour sheet for each completed shift
to the COMPANY, regardless of the type of reimbursement (e.g. Lump Sum, Unit Rate
or T&M).
The Labour Sheet is a record of the labour working on the event and must contain:
The Date of work completed
Shifts- Day or Night
The Employee’s name
The Employee’s grade and skill
Employee’s hours worked on Program Event
This is in addition to the Labour sheets required to claim for daywork or premium time
reimbursement.
The Labour Sheet is a record of hours worked and must contain at minimum:
The Date of work completed
Purchase Order and either Work Order or ExxonMobil Project number & name
Work Description and reference to any specific work I.D’s
The Employee’s name
The Employee’s grade
Employee’s hours worked on:
− standard day work
− over-time
− night shift
− Premium time (if unit rate works)
− Contractor supervisor name signature and date
− Company supervisor name, signature and date
The COMPANY retains the right to reject the costs if the CONTRACTOR fails to comply
with the above requirements.
Overtime will only be reimbursed with prior approval by COMPANY. Overtime will not be
reimbursed if CONTRACTOR fails to meet the agreed delivery time / completion date
and overtime is considered to be necessary to recuperate the original agreed schedule
or planned completion date. Any delays due to COMPANY that impact on the schedule
should be recorded via CVI process and approved by COMPANY within the same shift
for reimbursement of any associated schedule extension.
7.2.8 Timekeeping and Overtime Control
A monthly report must be submitted to the COMPANY containing all individuals and their
hours on site during the previous month from the biometric system, or alternative
method previously agreed with the COMPANY, showing:
Exhibit I - EU0154A FEP, UK
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Individual’s Name
Date
Start and end time for each day
7.2.9 Grades of Staff
The CONTRACTOR must keep an up to date record of their staff’s qualifications and pay
grades.
This must be issued to the COMPANY from the CONTRACTOR Head Office HR department
in advance of any work on site. For Technicians the Grade title must reflect the pay
grade or NAECI Grade 2 to 6, Supervisor and Apprentices.
Any permanent changes to the ‘issued’ pay grades must be approved by the
CONTRACTOR’s Site Manager and COMPANY’S manager contact and communicated
immediately to the COMPANY Contract Administration Group before the working day
being claimed for.
The COMPANY will only pay higher grade rates from the ‘issued’ list once the change
has been correctly reported to the COMPANY, no retrospective payments will be paid.
7.2.10 Unit Rate/Lump Sum Administration
The CONTRACTOR must submit a fully completed Unit Rate Pricing Form (URPF) or Lump
Sum to the COMPANY representative in a timely manner (within two weeks of receipt of
engineering design package / Request for Quotation / Scope of Work, unless differently
specified in the contract) based on the scope of work issued to the CONTRACTOR.
The URPF/Lump Sum must contain at a minimum:
Job Description
Unit/Block
Name of the COMPANY representative responsible for the job
Work Order Number and/or Purchase Order Number
Description of service (where applicable SAP Service Master Number) and Quantities
of work
Applicable rates (as per Schedule of Rates) and relevant condition/ material factors
Quantities (including any back up calculations required, for example steelwork
weights requires steelwork type, length and weight per metre)
Planned labour hours
Loadboard - agreed labour profile between COMPANY and CONTRACTOR, that takes
into account the agreed Workscope, that also manages the peaks and troughs to
account for both labour mobilisation / demobilisation
Non unit rateable work paid via daywork
Equipment required
Any Star Rates / Star Items where agreed
Total cost
7.2.11 Star Rates / Star Items
The CONTRACTOR may be assigned work for which no rates have been agreed in the
Pricing Schedule. In such a case, a lump sum price must be agreed with the COMPANY.
Explanation of Terms including Usage:
A star rate is a newly agreed rate added to the agreement with a Service Master,
negotiated by Procurement
A star item is a one off agreed lump sum by Planners and Contract Engineers for
an otherwise daywork task, which may be used repeatedly on the agreement of
Exhibit I - EU0154A FEP, UK
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both parties and if it is, then it could be considered for addition to the agreement
and creation of a Service Master. This would become a star rate
A star item should be agreed by the Business Line based on existing similar
norms / experience as needed
Star Rate additions are typically added to the Service Master by Procurement on
an annual basis
The star rate item should be documented on a Unit Rate Pricing Form (URPF) and agreed
through the COMPANY digital system prior to work commencement.
Should a similar task be performed in the future, a rate/norm shall be negotiated with
the COMPANY and a value will be subsequently added to the Schedule of Rates i.e. the
Service Master
7.2.12 Work Stoppages, Waiting Periods and Additional Work Scope
In the event of Work Stoppages caused by permit delay, withdrawal, gas alarms or
other items caused by COMPANY, the CONTRACTOR will make every demonstrable effort
to redeploy their labour force on alternative works.
Where redeployment of the labour force cannot be achieved and the work is stopped,
the CONTRACTOR shall immediately inform the COMPANY Field Representative verbally
or in writing.
This must be followed up with the submission of a Maintenance Change Request (MCR)
or Confirmation of Verbal Instruction (CVI) by the next working day.
Any change to original scope of work must also be recorded, costed and approved on
an appropriate form (MCR or CVI) prior to executing.
The MCR/CVI must state:
Description and Reason code for the claim
Applicable Work Order or Purchase Order
Type of Reimbursement required
Estimated costs and schedule / additional hours
Services completed
If the MCR/CVI is not submitted to the COMPANY Field Representative by the
CONTRACTOR within 24 hours of such time being lost then the COMPANY retains the
right to reject the MCR/CVI.
Stoppages of work caused by bad weather or by an independent decision of the
CONTRACTOR will not give rise to waiting time.
Work delays due to hot or cold heat stress (per ExxonMobil HEALTH MANUAL section
3: Thermal stress,
for work in a particularly hot or cold environment
) should be recorded
by the CONTRACTOR using the MCR process.
The CONTRACTOR must obtain an approved signed Maintenance Change Request
(MCR), Confirmation of Verbal Instruction (CVI) or Turnaround Change Request (TCR)
from the COMPANY representatives (COMPANY authorised DOAG person) prior to
submitting a service entry sheet.
During a Turnaround, the COMPANY may also issue a Turnaround Change Request (TCR)
to the CONTRACTOR to cover additional work identified. The CONTRACTOR must ensure
that the TCR has been fully signed up and approved before commencing any work- the
CONTRACTOR does not have to wait for an MCR approval before beginning work.
Exhibit I - EU0154A FEP, UK
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Having an approved TCR is considered approval to begin work, unless by exception it is
mentioned by the EM Block Leader (or TA Manager), that the COMPANY require the
CONTRACTOR quotation first.
Where a Lump Sum contract is in place, the CONTRACTOR will provide a Lump Sum
(LS) on an MCR within 24 hrs of TCR being issued (as per the terms below). Where this
is not feasible, the CONTRACTOR must highlight at an early stage and also provide a
forecast when the final LS will be possible.
The CONTRACTOR must have suitable resource(s) available to ensure that any
variations are estimated and returned to the COMPANY within 24 hours.
7.2.13 Purchase Order Monitoring
During the execution of the assigned work, the CONTRACTOR must keep a record of the
work in progress.
The CONTRACTOR must inform the COMPANY in all cases that completing the scope
would mean exceeding the purchase order financial value and an amendment to the
original Purchase Order must be requested. At point CONTRACTOR comes within 10%
of expected value of Purchase Order, CONTRACTOR must raise a Purchase Order
amendment showing forecasted costs and completion date.
In case of materials requested on an ad-hoc basis during work completion, the
CONTRACTOR must request a written authorisation in the form of an MCR/CVI from the
appropriate COMPANY representative.
7.2.14 3rd Party Invoices
CONTRACTOR is responsible to:
Check and validate costs are in line with typical market values for the service or
materials supplied and are not excessive
Check if the COMPANY deferment account has been used for any costs relating to
Import Duty (all items should be purchased under the incoterms of Delivered Duty
Paid – DDP)
Where a material is bought in bulk and used over time a sample invoice may be used
to verify the cost with prior approval from the COMPANY
Ensure the Invoice is addressed to themselves and not another 3
rd
Party
In line with Exhibit D
7.2.15 Work Completion
The CONTRACTOR must obtain a written confirmation, hard copy or digitally signed
email, from the COMPANY that the documented works and quantities have been
completed within 7 days (unless differently specified in the contract).
The CONTRACTOR will sign off the COMPANY close-out documentation on work
completed were required. Service Entry Sheets to be entered for work completed and
signed delivery documents for materials provided.
Note: If the CONTRACTOR wishes to have “staged payments” before all services are
completed i.e. when materials are delivered to site, or at a specific milestone (time or
Schedule related), then this must be submitted to the COMPANY within the Quotation
and agreed by the COMPANY otherwise payment will only be made for services and
materials on completion.
7.2.16 Service Entry Sheets for Time & Material (Daywork) and/or Premium Time
Exhibit I - EU0154A FEP, UK
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Service Entry Sheets (SES) for work executed on dayworks and/or premium time must
be entered into the SAP system no later than seven (7) days from the date of the daily
Labour sheets.
SES for Day Work and/or Premium Time must be supported by a fully completed and
approved daily / weekly timesheet.
The SES should only represent one timesheet and not be a summary of many and
represent the hours worked.
The SES must always be booked under the correct Purchase Order and with correct
Work Order Number or Project Network number.
There is no ‘Job and Knock’ so the individual must be onsite for the claimed hours.
The SES must contain:
Detailed description of work and location (Short Description & Service Location)
Date the charges are applicable for (Period Date & Price Reference Field)
COMPANY representative (Pers Ext)
COMPANY SES Acceptor (Pers Int)
Service Master describing the pay type and grade or equipment
The quantities representing the hours worked
For labour the individuals name and date worked in User Field 3 (Legg, David Mon
12/04/20xx)
The accepted timesheet is only a confirmation of the CONTRACTOR’s staff presence on
Site and on a task but does not represent an entitlement to payment.
For example, Supervisors may be listed during the normal working day, small tools may
be listed but contractually their costs may be covered within the Labour/Unit Rates
7.2.17 Service Entry Sheets for Norms Based Unit Rated Work or Lump Sum Work
Service Entry Sheets for work executed on a lump sum or unit rate basis must be
entered no later than fourteen (14) days following the completion of the work.
On completion of the work, the CONTRACTOR will submit requests for payment based
on actual installed quantities not the planned or scope quantities.
The SES must always be booked under the correct Purchase Order and with correct
Work Order Number or Project Network number.
The SES must contain:
Detailed description of work, Job Ref and location (Short Description & Service Location)
Date period the charges are applicable for (Period Date/End Date & Price Reference Field)
COMPANY SES Acceptor (Pers Int)
For Unit Rate work the correct Service Master number describing each work activity
completed
For Lump Sum work the correct Short Text describing each work activity completed
The quantities
Applicable factor for the service master in User Field 3 (SS/ST, 300#)
7.2.18 Service Entry Sheets for 3
rd
Party Invoices
Exhibit I - EU0154A FEP, UK
SECTION
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SES submitted for third party services/materials >£100 must always be supported
by 3rd Party invoices, if below £100 the COMPANY may request a 3rd Party invoice
prior to acceptance.
The 3rd party invoice must be presented to the COMPANY within 2 weeks of the 3rd
Party invoice date.
The CONTRACTOR may create a separate SES for the 3rd Party charge when
combined with Unit Rate or daywork charges in order not to delay payment for the
work completed.
The SES must always be booked under the correct Purchase Order and with correct
Work Order Number or Project Network number.
The COMPANY will release payment for amounts correctly invoiced and documented.
Payment for 3rd Party costs will be withheld until complete documentation is
received.
The SES must contain:
Detailed description of work, Job Ref and location (Short Description & Service
Location)
Invoice Date (Period Date & Price Reference Field)
COMPANY SES Acceptor (Pers Int)
Service Master describing Service or material
The quantities
3rd Party CONTRACTOR and Invoice Number in User Field 3 e.g. Jones Plc Invoice No
134256
7.2.19 Service Entry Sheet Unavailability
If SES Inputter is unavailable, then party who is responsible for inputting service
entry sheets (either CONTRACTOR or COMPANY) will provide a back-up resource to
input the SES.
7.2.20 Cost Reports
The CONTRACTOR is required to keep clear, documented and up to date track of their
costs and expenditures per work activity. Each COMPANY department will specify their
requirements in terms of cost reports, their content and frequency.
As a minimum these will include the following by department:
Committed and Actual costs to date
Work In Progress report
Costs booked through COMPANY IT System (SAP)
Costs booked through COMPANY IT System (SAP) verses actual work costs completed per
month per work activity
Outstanding Third party material and services invoices
Maintenance Change Request / Confirmation of Verbal Instruction Costs by reason
7.2.21 Work In Progress (W.I.P)
The CONTRACTOR will collate and submit to the COMPANY Commercial Group a monthly
report on all the work items as per Appendix E
Exhibit I - EU0154A FEP, UK
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Note: For the sake of clarity; the monthly W.I.P reporting and stewardship process set
out in Appendix E does not in any way replace or obviate the requirement for effective
administration of the Agreement, including the invoicing timelines summarised in
Section 7.4.
7.2.22 Coincident Working Policy
The CONTRACTOR will be conversant with the COMPANY Coincident Working Policy and
will be compliant with its application. The Policy must be applied when the CONTRACTOR
will work a mixture of Unit Rate or Lump Sum work in conjunction with Daywork
activities within the Fife Site whilst completing the work scope.
CONTRACTORs performing coincident working must ensure that:
Separate Unit Rate and Day Work crews are maintained wherever practicable
FEP site practice requires CONTRACTORs to wear armbands when working on
hourly/day rates in same location as lump sum/unit rate activity (by the same
CONTRACTOR company)
Submit daywork time sheets by the next working day to the Exxon Field
representative
Transfers of employees from Unit Rate/Lump Sum to Daywork work or vice versa on
the same day, are approved in advance by ExxonMobil Field Representative
Exhibit I - EU0154A FEP, UK
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SECTION 8 - PLANNING/PROGRESS MEASUREMENT
8.1 CONTRACTOR'
S
R
ESPONSIBILITIES
8.1.1 Make available onsite procedures and system appropriate to the work for planning,
progress measurement and reporting.
8.1.2 Ensure that resources are optimised and all interactions are clearly defined. The
CONTRACTOR is responsible for providing and managing all necessary labour, plant,
materials and consumables to meet the completion of each activity. The CONTRACTOR
is responsible to ensure that planning is maintained throughout their organisation such
that personnel of all levels can maximise productive time on tools
8.1.3 The CONTRACTOR will be required to liaise with the COMPANY and plan resources to
ensure that the equipment and employees are efficiently utilised.
8.1.4 Using the indicative data from the COMPANY to prepare their overall labour profile and
assessing their actions to flex their manpower availability to this workload profile with
allowances for holiday, absences, training etc.
8.1.5 The CONTRACTOR shall share their workload profile with COMPANY on a daily basis to
identify any priority clashes and work to resolve these. As the CONTRACTOR is issued
with individual or programmed work packages, the draft COMPANY outlook data shall
be replaced by CONTRACTOR’s own manpower plans to aid accuracy of the workload
profile. The CONTRACTOR and the COMPANY will agree on priorities.
8.1.6 Liaise with the COMPANY on all forthcoming work schedules and plan resources, to
ensure that the equipment and labour are available as required by the COMPANY. The
CONTRACTOR will be required to provide a look-ahead program and associated
histogram to suit the forthcoming works.
8.1.7 The CONTRACTOR will plan all works in such a manner that the normal operation of the
plant will in no way be effected or inhibited by the works.
8.1.8 Advise the COMPANY of any CONTRACTOR specific meetings and/or training and ensure
that they do not impact the COMPANY planned work. Any key staff positions’ absence
from site must be back-filled by a competent stand-in.
8.1.9 The CONTRACTOR’s planning and scheduling must be aligned with the COMPANY
planning tools, typical tools vary but use of Primavera P6 (Routines, Projects and
Turnarounds) is commonly used at present.
8.1.10 All scope, plans developed by the CONTRACTOR must be backed up by a pricing form
and executed as such
8.1.11 If there are any changes to the measurement, sizes or specs versus the plan, the
CONTRACTOR must inform the COMPANY Representative so they can understand the
potential risk and obtain the COMPANY approval prior to the commencement of any
work. Failure to inform the COMPANY Representative will result in any additional costs
being borne by the CONTRACTOR
Exhibit I - EU0154A FEP, UK
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8.1.12 Monitor and report progress/performance against plans and schedules at COMPANY.
Identifying reasons to not achieving the desired planned hours through COMPANY
supplied barrier codes for maintenance works.
8.1.13 Attend routine planning/progress review meetings as requested including daily meetings
during Turnarounds, or where otherwise required.
8.1.14 Reallocate labour and plant to meet plan changes and minimize cost impact.
8.1.15 The CONTRACTOR will immediately inform the COMPANY of any identified delays to
schedule (in writing and verbally) and endeavour to minimise such delays.
8.1.16 After work completion, the CONTRACTOR is required to measure as-built/installed
quantities and invoice the COMPANY accordingly (not based on scope measures). These
quantities may also be verified by the COMPANY.
“Waiver of rights to payment on late invoicing:
The CONTRACTOR waives any and all of its rights to payment of any amount relating
to works completed and/or services and/or equipment delivered and in respect of such
amount no invoice has been issued within three (3) months of the works/services
being completed.
The CONTRACTOR acknowledges and agrees that in no event will the buyer be liable
to make payment on any invoice submitted where the subject works and/or services
to which the amount relates were completed more than three (3) months prior to the
date of submission of the invoice.
Completion, for the purposes of this clause, is the conclusion of the activity, delivery
of equipment or service for which the amount in the invoice is being sought.”
8.1.17 The COMPANY shall be allowed full and unhindered access to all parts of the works at
any time. No request for delays or extensions of time, by the CONTRACTOR, will be
considered by the COMPANY as this access is deemed to be included as part of every
operation.
Exhibit I - EU0154A FEP, UK
SECTION
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AGE
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SECTION 9 - FACILITIES AND EQUIPMENT
9.1 COMPANY
O
BJECTIVES
All facilities, plant and equipment on Fife Ethylene Plant are maintained to a good
standard and responsibility/ownership must be clearly identified. Site procedures on
inspection of plant and equipment must be followed at all times.
9.2 COMPANY
R
ESPONSIBILITIES
Where Exhibit A or D indicates that the COMPANY will make available to the
CONTRACTOR a suitable area with the Site for the CONTRACTOR site establishment
facilities, then the COMPANY will then supply either:
Option A
Utilities to the boundary fence of the CONTRACTOR's facilities only. These will typically
include:
Water (Potable)
Electricity for light, power and heating
Internal BT line from the onsite exchange to the offices. (CONTRACTOR to make their
own external exchange connections to the onsite exchange with their service
provider, typically BT)
Install and maintain in-house wiring (not fibre optic) for the CONTRACTOR ISP to
provide Internet services from the onsite exchange to the offices. (CONTRACTOR to
make their own external exchange connections to the onsite exchange with their
service provider, typically BT)
Clean water sewer connections
Option B
Additionally to option A - Provide the building structure for office accommodation,
changing rooms, toilets, messing, Workshop facilities within the site
Option C (specifically for Turnarounds)
Additionally to option A - Provide the building structure for office accommodation,
changing rooms, toilets, messing, Workshop facilities within the site, as well as
furniture, messing equipment (microwaves, fridges etc.), heating, lighting and other
facilities required by the CONTRACTOR including the connection of utilities
9.2.2 Inspection, registration and permitting of all COMPANY provided temporary
accommodation.
9.2.3 Provide suitably located waste skips for use by the CONTRACTOR for recycling, disposal
of general waste, oily contaminated waste, wood, card & paper and scrap metal.
(Inappropriate cross contamination of skips will be back charged to the CONTRACTOR).
9.2.4 The COMPANY shall make available vending or take-away facilities to CONTRACTOR
workforce for the purchase of food and meals in accordance with current site policies.
9.2.5 Provide designated smoking areas (Smoking is not allowed anywhere else on the Site.
These facilities must only be used during allocated break times).
Exhibit I - EU0154A FEP, UK
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9.2.6 The COMPANY will consider provision of temporary laydown and plant equipment areas
upon the CONTRACTOR’s request.
9.2.7 The COMPANY may at its sole discretion provide electrical power or plant air for use by
the CONTRACTOR.
9.2.8 The COMPANY shall supply water for the works if required. However the CONTRACTOR
shall be responsible for connection and distribution of the supply
9.2.9 Confirm equipment and vehicles conformance to site standards and issue vehicle
passes.
9.2.10 The COMPANY reserves the right to alter any/all of the above facilities and the services
provided.
9.3 CONTRACTOR'
S
R
ESPONSIBILITIES
The supply of all buildings, plant, equipment, tools, transport, safety equipment and
everything of a temporary or permanent nature required to complete the work to the
satisfaction of the COMPANY and which is not detailed in this documentation as being
supplied by others.
All the above must meet the COMPANY site standards.
The CONTRACTOR should allow for the supply of all equipment necessary for the
execution of the work unless otherwise specified by the COMPANY.
Any damage how ever so caused to COMPANY supplied buildings, plant, equipment or
facilities shall be rectified to COMPANY satisfaction entirely at the CONTRACTOR's cost.
9.3.1 Facilities
9.3.1.1 All areas used by the CONTRACTOR, including CONTRACTOR and COMPANY provided
facilities shall at all time be kept clean and tidy and all waste removed to the appropriate
skips - this includes office cleaning. The accommodation will be regularly audited,
against COMPANY standards and failure to comply with these standards will result in the
facility being withdrawn or returned to the COMPANY standard at CONTRACTOR cost.
9.3.1.2 All temporary accommodation for the CONTRACTORs management and employees shall
be provided by the CONTRACTOR, including, but not limited to:
Office accommodation
Changing rooms
Toilet/washing and messing facilities
Storage
9.3.1.3 The CONTRACTOR shall provide at their own cost for the connection of all utility services
to the site establishment facilities from the boundary connection as defined in Section
9.3. The CONTRACTOR shall further provide at their own cost for the maintenance and
removal of all such utility connections. This also includes provision of water and sewage
tanks and associated re-filling and emptying. CONTRACTOR provided facilities should
be suitable for all weather seasons and have winter preparations down to -7C.
9.3.1.4 Provide, when required, fencing to segregate CONTRACTOR's accommodation and
laydown areas from the COMPANY area.
All storage areas must comply with the COMPANY Material Storage & Handling Common
Practices and be available to operatives out of normal hours.
Exhibit I - EU0154A FEP, UK
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9.3.1.5 Register and manage certification of all temporary accommodation in line with the
COMPANY procedure for temporary accommodation. The CONTRACTOR should note that
any temporary buildings to be provided are to be in accordance with the site standard
(see SWP 5 Permanent and temporary buildings). Any modifications to standard
accommodation units will be carried out and made good to the COMPANY satisfaction
entirely at the CONTRACTOR's cost.
9.3.1.6 The CONTRACTOR will provide all necessary furniture, office equipment, computers,
printers, copying machines, clocking equipment (biometric), faxes, telephones, internet
routers, office consumables, messing equipment (microwaves, fridge etc.), heating,
lighting and other facilities required by the CONTRACTOR including the connection of
utilities and telephone external lines (telephones/Broadband) provided by the
COMPANY.
Note: CONTRACTOR is responsible for obtaining, installing, maintaining, payment for
and support of their Internet connection. Where the COMPANY has provided the building
for the CONTRACTOR’s sole use, the maintenance and repair of the facilities shall be at
the CONTRACTOR’s cost.
On completion or termination of the contract agreement, the building/ facility will be
returned to the COMPANY in good condition and a serviceable state of repair to the
COMPANY satisfaction, entirely at the CONTRACTOR's cost.
9.3.1.7 The CONTRACTOR shall be responsible for supplying and maintaining the required fire
alarm systems and fire extinguishers in any temporary accommodation and buildings
whether provided by the CONTRACTOR or COMPANY, in accordance with fire regulations.
9.3.1.8 The maintenance and cleaning of all CONTRACTOR facilities is at CONTRACTOR cost
whether the facilities are provided by the COMPANY or not.
9.3.1.9 The CONTRACTOR shall perform tests on all their owned/supplied portable electrical
equipment as required by the Site e.g. Portable Appliance Tests (PAT).
9.3.1.10 The CONTRACTOR is responsible for any security fencing or workshops within the
storage/laydown areas. The storage/laydown areas must be available to operatives out
of normal hours.
9.3.1.11 The CONTRACTOR shall provide at their own cost for the provision, maintenance and
removal upon completion of the Contract of all equipment, material, scrap and site
establishment facilities, including but not limited to: offices, stores, workshops and the
like, except when originally supplied by the COMPANY, and shall clear/clean the areas
to an agreed standard.
9.3.2 Plant and Equipment (including Small Tools)
The CONTRACTOR will provide in sufficient numbers all Fabrication Machinery, Tools and
Construction Plant & Equipment required for the undertaking of the Contract Onsite or
Offsite, unless stated to the contrary elsewhere in the Contract. All machinery, tools,
material handling and construction plant brought onto the COMPANY site must be in
good working order, meet the COMPANY Standards and be regularly maintained and
inspected and suitably tagged (if required) to facilitate traceability by the CONTRACTOR
at their cost.
The COMPANY reserves the right to refuse any equipment to be brought onsite, which,
at COMPANY discretion, does not comply with and/or does not meet Site standards.
Exhibit I - EU0154A FEP, UK
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9.3.2.1 All trailers that have brakes fitted must be in good working order, connected and used:
this applies to service brakes and parking brakes
9.3.2.2 All portable electrical equipment used on the site must be either 110 volt or battery
operated. Where power is supplied by the COMPANY, in the field, at 240V the
CONTRACTOR shall step down the voltage to 110V. The CONTRACTORs attention is
drawn to Section 3.2.9 and 3.2.10 and section 5 of the FEP SWP’s for installation and
testing requirements.
9.3.2.3 CONTRACTOR shall only use diesel powered equipment. All diesel construction plant and
items of transport that are required to work on the operating units must be fitted with
spark arresters and engine over speed protection (e.g. chalwyn valves) fitted at the
CONTRACTOR’s expense. Other modes of transport (e.g. electric vehicles) may be
considered on a case by case basis by COMPANY.
9.3.2.6 Maintain an inventory of all equipment, borrowed from the COMPANY and ensure it
remains in good condition and if necessary, replace when damaged or lost.
9.3.2.7 The CONTRACTOR shall provide, at their cost, sufficient portable radios and chargers
compatible with the Site Systems and Intrinsically Safe. The minimum requirement is
that key personnel shall each have a radio to effectively communicate in the field for
work instructions and material coordination.
9.3.2.8 CONTRACTOR is responsible for providing all temporary power (air, electrical etc.) for
his own power tools, weld sets, equipment and the like, unless stated to the contrary
elsewhere in the Contract
9.3.2.9 CONTRACTOR shall provide all fuel and refuelling service for all Plant and equipment
9.3.2.10 For any standing plant and equipment drip trays must be provided for spill containment
to prevent any environmental impact. They must be appropriately earthed and have a
suitable fire extinguisher in line with the SWPs. Supply of suitable fire extinguishers for
portable powered equipment supplied by the CONTRACTOR as part of their Unit Rate /
Lump Sum i.e. diesel weld generators. Also for work front hotwork activities e.g.
burning, welding and or grinding, are for to be supplied by the CONTRACTOR. The
COMPANY will supply suitable fire extinguishers for COMPANY supplied equipment and
facilities.
9.3.2.11 CONTRACTOR shall provide for personal gas detectors compliant with current site safety
manual standards.
9.3.3 Transport
9.3.3.1 The CONTRACTOR must provide sufficient transport (Vans, Hiab’s, trucks etc.) to
support the:
Efficient and economic execution of all required work tasks
Time spent by operatives at the work fronts is maximised
9.3.3.2 All transport must:
Conform to the site practices (SWP section 3.4)
Vehicles will have appropriate inspection and tagging
Have an approved maintenance system for all vehicles equivalent to current MOT or
other UK Legislative standards and in accordance with the manufacturer's
recommendations
Any vehicles required to enter “on Plant” must have prior permission from the
COMPANY controlling representative and permit where applicable
Exhibit I - EU0154A FEP, UK
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All vehicles authorised to enter “on Plant” areas must be diesel powered and fitted
with a Chalwyn valve and spark arrestor or COMPANY approved equivalent (unless
another mode of transport has been previously agreed by COMPANY)
9.3.3.3 The CONTRACTOR shall provide all fuel and refuelling service for the transportation
requirements under contract scope of work.
All transport movements across the site are governed by specific restrictions/rules.
Exhibit I - EU0154A FEP, UK
APPENDIX
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APPENDIX A, CONTRACTOR KEY DOCUMENTATION
Safety Policy
Updated as required, available in Safety Manual Section 1.3 - Available from Site SSHE Team
Alcohol & Drugs Policy
Updated as required - Available from HR Dept.
Exhibit H - CONTRACTOR Drug, Alcohol & Contraband Policy Requirements (for any
type of CONTRACTOR services)
Updated as required (in line with the Alcohol & Drugs Policy) - Included in this agreement
Operation Integrity Management Systems
OIMS & GRS Supplier Evaluation, Selection & Monitoring
Updated as required – available from Site OIMS 8.1 Team
OIMS & GRS Approved Suppliers Listing
Updated as required – available from Site OIMS 8.1 Team
Safe Working Practices
Updated as required - available from FEP SSHE Team.
Relevant Tier 1 Best Practices
Safety Manual – available from FEP SSHE Team.
Health Manual – available from FEP SSHE Team.
Environmental Manual – available from FEP SSHE Team.
Permit Manual – Available from FEP Operations
Maintenance Manual (MTS) – Available from FEP Maintenance
Relevant FEP Engineering Standards, Global Practices and Engineering Standards
Security Procedures
Storage of Materials – Tier 3 Best Practice
Exhibit I UK EU0059B
APPENDIX
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APPENDIX B, CONTRACTOR SAFETY MOBILISATION PLAN
Generic Actions
Specific Plans Who Status
0. On pre-award,
set out EM
specific safety
expectations.
0.1 CONTRACTOR’s Offsite sponsor to
develop organisations own Safety
Expectations Statement as umbrella
focus document for all, and as a
behaviour based safety framework.
Offsite
Sponsor
1. Set up a
detailed
mobilisation plan
of technical,
procedural and
organisational
awareness and
training
consistent with
personnel arriving
at site before
work starts.
1.1 Meetings with SHE Manager and
team, SWP Standards Secretary and
OIMS System Administrator, Business
Team Leader and Client Manager.
Mobilisation
Lead
1.2 Training in site task procedures;
permitting, RPE, TRA, etc.
1.3 Training in site safety management
procedures; LPS, LPSA, Vulnerable
People, SCP, TBT's, Inductions, PSP
system, Job Starts etc. Understanding
of detailed application and intensity of
usage of tools.
1.4 Formal kick-off meetings.
1.5 Understand actions expected of
each role to meet site rules e.g. A&D
policy, incident reporting, Life Saving
Rules, Working at Height, emergency
responses, incident management etc.).
Understand Plant owner expectations
and requirements.
1.6 Review CONTRACTOR's standard
task procedures and compare with EM
SWP requirements. Set up SWS audit
program.
2. Appoint
CONTRACTOR
support structure.
[Use contacts]
2.1 Nominate Buddy Manager.
OIMS 8.1
Sponsor &
Administrator
2.2 Agree a Buddy CONTRACTOR
organisation.
3. Selection of
personnel is
critical - define
the standards
required at each
level and ensure
criteria are met
and then use to
3.1 Define standards of behaviour and
track record required.
Construction
Lead &
Mobilisation
Lead
3.2 Review of critical CVs by client.
3.3 CONTRACTOR to share workforce
selection process for review by client
and document expected relevant
detailed behaviour standards with links
to individual PSP's where applicable.
Exhibit I UK EU0059B
APPENDIX
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Generic Actions
Specific Plans Who Status
test compliance,
especially in first
week onsite.
[Only bring A-
Team members to
site]
3.4 Set up regular (weekly) review
team with CONTRACTOR to review
observed behaviours - formalise vs.
agreed expectations and follow-up all
non-compliances - report as a leading
indicator.
4. Safety
leadership is
required
throughout whole
CONTRACTOR
organisation,
develop
"champions" at
each level, and
leadership can be
improved by
involvement in
best practice
safety
management
forums.
[Establish strong
safety leadership
values]
4.1 Plan to take a slice of
organisation, before field work starts
into the most effective safety forums
to rapidly absorb site safety
leadership best practices: e.g. weekly
SHE Pack review, other CONTRACTOR
TBT's, Job Starts and Field Touches,
LPS and Scorecard reviews.
Mobilisation
Lead
5. Use buddy
CONTRACTOR
organisation to
provide guidance
on safety
leadership within
a CONTRACTOR’s
organisation and
current examples
of the application
of standards,
incentives,
recognitions and
consequences.
[Use contacts]
5.1 Buddy CONTRACTOR organisation
to share work output on current
relevant topics: TRA and SWA
expectations at each level.
Buddy
Manager
5.2 Buddy CONTRACTOR organisation
to share examples and background
rationale for safety behaviour
improvement activators and
consequences - plan to involve, as a
minimum, new CONTRACTOR's Site
Manager and Superintendent.
5.3 Understand actions to share
information timely with other Site
Managers.
6. New
CONTRACTOR
needs to set up,
formalise and
have visible
reporting of its
own organisation
expectations and
compliance
6.1 New CONTRACTOR Site Manager
to set out safety expectations and
ensure alignment and buy-in from
each individual - signing up.
Contractor
Site Manager
Exhibit I UK EU0059B
APPENDIX
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Generic Actions
Specific Plans Who Status
measures against
these. Link with
CONTRACTOR's
Safety Plan.
6.2 New CONTRACTOR Site
Manager to prepare safety
improvement plan and have reviewed
and signed up by Buddy Manager
before field start, with first review
after one month and then quarterly
Contractor
Site Manager
& Buddy
Manager
6.3 Review expectations and detailed
application plans with Site
Management Team representatives
(e.g. Maintenance Manager,
Engineering Dept. Manager).
6.4 New CONTRACTOR to have
leading indicators set up before field
start to measure and appraise
performance at each level, e.g.
COMPANY scorecard, supervision
scorecards with PSP's linked to
measurable results. Monitor
supervisory team performance.
Report by scorecard and check
scorecard is being shared.
6.5 New CONTRACTOR to have
internal, but independent, Safety &
Quality system for checking use /
compliance of field implementation.
6.6 Checks of field procedures
implementation.
6.7 Client to share with new
CONTRACTOR, client's own leading
indicator measurement tools and
standards: TBT assessments, LPS,
CONTRACTOR Scorecard and quality
assessments (JLA and LPO
commitment as agreed with BM and
COMPANY Site LPS Advisor LPS bundle
review.
Buddy
Manager
6.8 Use of TBT assessment form to
cover specific quality measures, record
feedback and link with subsequent
LPSA Touches.
Contractor
Safety
Advisor
7. Detailed
monitoring of
field performance
should collate all
observations and
measures close to
real time and with
7.1 Safety Advisor to review all LPS
data and:
Contractor
Safety
Advisor
Exhibit I UK EU0059B
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Generic Actions
Specific Plans Who Status
local workgroup
leaders.
[Insist on A-Team
behaviour]
a) assess via Scorecard for measure of
LPS take up, quality and stewardship
and revert to supervisor Touch
frequency if quality below standard.
b) assess trends from LPS Bundle data
for most frequently occurring
Questionable items.
c) sample check that LPS follow up
actions, Validate and Verification
outcomes are being actioned in a
timely fashion by CONTRACTOR
supervision;
d) assess JLA, LPO and field touch
quality and by LPS field assessment
e) compare overall performance of
CONTRACTOR teams and advise into
CONTRACTOR per individual FLS to
improve their team's performance;
f) review NLI and LI data
g) Add Job Start observations
7.2 Local EM Construction Leader,
usually Field Job Leader/Coordinator
or FLS, to set up weekly review with
CONTRACTOR
Supervisor/superintendent, Safety
Advisor, EM Safety Advisor to review
LPS Bundle against expectations.
Make subsequent Job Start/Stand-
down interventions as required.
Field Job
Coordinators
/ Leaders
7.3 Ensure consistent application of
positive and questionable item follow
up.
Contractor
Site Manager
& Safety
Advisor
8. Overall safety
plan health check
8.1 Monitor the mobilisation plan using
status column until all actions closed
out and then develop further
improvements plan in CONTRACTOR's
Annual Safety Plan.
User Manager
and
CONTRACTOR
Site Manager
and Offsite
Sponsor
Exhibit I UK EU0059B
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APPENDIX C: CONTRACTOR DEMOBILISATION
CHECKLIST
REQUIREMENT BUDDY
MANAGER
SIGN-OFF
1 Return to Buddy Manager key documentation
(dependent on OIMS categorization)
2 Return to COMPANY Security Group all Site Access
Passes: a) Personnel b) Vehicle.
3 Return to Buddy Manager all COMPANY hired
equipment.
4 Return to Buddy Manager any COMPANY owned
specialist equipment (e.g. Rigging/Lifting).
5 Return to Buddy Manager any COMPANY owned
P.P.E/R.P.E.
6 Check that CONTRACTOR Compound (if applicable) is
clean and tidy and all Rubbish/Waste removed and
safely disposed of.
7 All COMPANY owned Accommodation to be returned to
COMPANY in clean and tidy condition.
8 Ensure that all Commercial issues are settled or plans
made to resolve (e.g. Claims, Invoices)
9 Check that there are no outstanding Incident
Investigations involving the CONTRACTORs.
10 All residual COMPANY held Personnel files on the
CONTRACTOR to be dealt with in line with the Data
Protection Act.
11 Check with HR Group for any outstanding IR or
demobilisation issues with CONTRACTOR (e.g. TUPE).
SECTION SIGN OFF
Exhibit I UK EU0059B
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APPENDIX D, LPS EXHIBIT
Health and Safety Requirements
Loss Prevention System Addendum
In addition to Exhibit G- LPS Addendum:
ATTACHMENT D2
LPS EXPECTATIONS FOR CONTRACTORS
MANUFACTURING GUIDANCE DOCUMENT
JUNE, 2010
PURPOSE AND BACKGROUND
The purpose of this guidance document is to define the expectations for CONTRACTOR
use of the Loss Prevention System (LPS) in Manufacturing. LPS has been established as
the global common BBS (Behaviour Based Safety) process to be applied at all Refining
and Chemical Manufacturing Sites. The expectations for full and complete compliance
with LPS Fundamentals were communicated by Sherman Glass and Bruce Macklin on July
15, 2009. One fundamental principle of LPS is that all employees and CONTRACTORs
should participate. This document will provide further details on the level of training,
involvement and participation by different categories of CONTRACTORs working at
ExxonMobil Manufacturing sites.
LPS LICENSE EXTENDS TO CONTRACTORS AT NO CHARGE
ExxonMobil has been granted a fully paid, irrevocable, worldwide license in perpetuity to
use LPS. Such use extends to CONTRACTORs and their Sub-contractors that perform
work for ExxonMobil. Therefore, no additional license fees will be incurred by employees
or CONTRACTORs using LPS while working for ExxonMobil. However, CONTRACTOR use
is limited while performing work for companies other than ExxonMobil and additional
license fees and restrictions may apply. CONTRACTORs must be notified of their
restricted use rights in accordance with the requirements of the ExxonMobil LPS license.
Contact your Regional Core Team Lead for details on these notification requirements.
LPS RECOMMENDATIONS FOR TWO CATEGORIES OF CONTRACTORS
The expectations for CONTRACTOR use of LPS depend on the frequency and duration of
their activities on site. Two categories of CONTRACTORs have been defined. The term
“CONTRACTORs” refers to the contract workforce and contract supervision/management,
not specific individuals. Definitions and recommendations are described below.
Category 1. Embedded Contractors
Exhibit I UK EU0059B
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Embedded CONTRACTORs are those that typically work full time on site as part of the
regular workforce. Such CONTRACTORs may also be referred to as base CONTRACTORs.
Expectations for Embedded CONTRACTORs are the same as for ExxonMobil employees.
Site policies for discipline free zones on LPOs should be consistent for employees and
CONTRACTORs. Embedded CONTRACTORs should receive the one day classroom LPS
training and are expected to fully participate in all aspects of LPS. Participation includes
using the Safe Performance Self-Assessment (LPSA), writing and following JLAs, applying
the Root Cause Analysis Flowchart (RCAF), conducting peer to peer Loss Prevention
Observations (LPOs), LPO Feedback Sessions, reporting and investigating losses and
near losses and providing input on the quality and effectiveness of the process.
Embedded CONTRACTOR companies may have individuals who are on site for a short
term and those persons would receive training in accordance with guidelines in Category
2.
Training for Embedded CONTRACTORs should be incorporated into the overall LPS
implementation plan for the site. Therefore, the timing and pace of CONTRACTOR
training is determined by each site within the plan they steward to their Regional
Director.
The training should be essentially the same as for employees and classes can be
comprised of both employees and CONTRACTORs together. However, for initial
deployment, the training should focus on employees first so they can develop the
experience to support the training and deployment for CONTRACTORs. If CONTRACTOR
training is conducted separately, the materials and scope should not differ substantially
from employee training in terms of materials and expectations for full use of LPS.
The training must be delivered by a certified LPS trainer. CONTRACTORs may obtain the
certification thorough ExxonMobil and then conduct the training for their personnel.
Management of Embedded CONTRACTORs should receive the full one day executive
training so they understand the expectations of their roles and responsibilities as well as
what the requirements will be for their personnel on ExxonMobil sites. Requirements for
managers of Embedded CONTRACTORs include basic stewardship roles such as leading
LPO feedback sessions, conducting Quality Reviews, Verification and Validation.
Category 2. Short Term Contractors
Short Term CONTRACTORs include all other CONTRACTORs that are not part of the full
time regular workforce. Such CONTRACTORs typically perform a one-time or periodic
short term work activity and then leave the site. Short term CONTRACTORs may also
include turnaround and project CONTRACTORs. Since LPS is a system that builds a
safety culture over many months or years, it is not fully effective in short term
situations. Therefore, overview training described below would be applicable for most
Short Term CONTRACTORs.
Short Term CONTRACTORs should be provided LPS overview training covering certain
LPS fundamentals. Minimum training should include an overview of LPS with emphasis
on risk assessment processes in the LPSA and JLA. Short Term CONTRACTORs would be
expected to have a JLA for the work to be performed and to continuously apply the
LPSA. Short Term CONTRACTORs should be advised of the LPO process and may be
observed by an employee or other competent person knowledgeable in LPS. Short Term
CONTRACTORs would be expected to participate in the LPO Feedback Session and to
Exhibit I UK EU0059B
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report any losses or near losses. The LPS overview training can be incorporated into
existing site safety orientation training. Classroom format is not required but is
recommended.
Training for incidental CONTRACTORs such as routine mail delivery or office equipment
service personnel is at the discretion of the site.
Site and/or project teams have the option of providing the full LPS training and
expectations to turnaround or project CONTRACTORs. This may be a viable option if the
activity exceeds several months on site and the CONTRACTORs do not have an existing
BBS system aligned with LPS or the expectations set forth in the ExxonMobil BBS
Effectiveness Guide.
Finally, the application of LPS for all CONTRACTORs should align with and compliment
the sites' Buddy Manager Programs. For example, the LPO process including feedback
session could be utilized to meet expectations for observations of CONTRACTOR
activities.
LPS Expectations for CONTRACTORs June 2010
Note: Alternate names/acronyms for LPS tools may be LPSA for LPSA, JLA for JLA and
FSF for RCAF
Exhibit I UK EU0059B
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APPENDIX E, “BEST”
Safety initiative (Basic Expectations & STandards)
In addition to the Life Saving Rules, taking into consideration the number of transient
workers that will be required to execute Turnaround work, and the need to be aligned
with the Fawley Site Safety standards, the following Basic Expectations & STandards
(BEST) may be used in a Turnaround and will apply to everyone entering a Turnaround
Unit area (employees and contractors).
Note: The decision on the use of BEST is dependent on the final make-up of the
transient workforce and will be made at T-5 months:
1. Basic PPE (Helmet / long sleeve safety clothing / safety glasses / carrying eye
protection upgrade/ safety shoes / H2S monitor and respirator, appropriate gloves)
2. Climbing ladders – both hands must be free of good/materials Full
application of the site rule of maintaining 3 point contact
3. Placing themselves/body parts in the Line of Fire (not using Finger Savers,
standing under loads, going through barrier tape)
4. Dropped Objects (not tying off tools/equipment/materials when working at height
or mitigating by other means, e.g. safety netting)
Consequences will be applied to people observed not adhering to BEST for the duration
of the Integrated Event:
•
Yellow card for each BEST violation
•
3 Yellow cards = exclusion from Site for the duration of the Event (Red
card)
•
Rules of engagement
•
If first Yellow card is self-raised (NLI) – does not count towards the three
Yellow accumulation
o Investigation to be completed by Company of individual concerned and
appropriate coaching applied
o This approach is not applicable post violation #1 as coaching is
deemed to have not been effective
•
If a violation is observed, it is the Supervision of the individual that completes
the investigation, hands over the Yellow card and informs the SHE team
•
If a violation is observed by a person of another Company, as above, it is the
responsibility of the Supervision of the individual to complete the investigation
and hand over the Yellow card
•
If, post investigation, the Supervision determine it was not a violation, this
must be reviewed and endorsed by the Buddy Manager
Exhibit I UK EU0059B
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•
Contractors to incorporate this response plan within their SSHE Plan for the
Event
•
Monitored and reported through the weekly scorecard
•
Red-House provides statistics per Company of number of BEST violations
•
Data to be shared with Integrated Event Manager ahead of the Weekly
Scorecard review meeting (data shared at this meeting, but not published to a
wider population to avoid negative response at the work face, i.e. forcing non
reporting of issues)
Training and Stewardship
BEST practical training will take place for all CONTRACTOR personnel within 3-
days of arriving on site.
This training will be provided by ExxonMobil instructors
These rules will also be covered in the induction and the daily safety bulletins
Testing of understanding of how the rules apply to the work of individuals will
be carried out by the SHE team or the Turnaround leadership during “touches”
Exhibit I UK EU0059B
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APPENDIX F, WORK IN PROGRESS (WIP)
REPORTING AND STEWARDSHIP
Failure to meet contractual timelines for administration of timesheets and Unit Rate
invoicing will result in delayed payment processing. Since it also impedes a
CONTRACTOR’s ability to conclusively demonstrate the accuracy and legitimacy of all
invoiced amounts, it can also result in unsubstantiated invoice items being rejected.
The WIP reporting and stewardship process has the objective to:
a.
Process SES’s as per Section 7 Administration or as agreed per the contract
b.
Ensuring that the CONTRACTOR management are fully aware of how effectively the
contract is being administered within their own organisation and that the COMPANY
management are fully aware of any outstanding action required of them which has
been requested by the CONTRACTOR and to improve the effectiveness of the
stewardship process.
Key Principles
1. Timely reporting
Effective stewardship requires that all work items are accounted for within the
monthly report 7th working day after the calendar month in which the activity
occurs.
Items not included within the “Category A: Current Items” list for a given
month cannot be included in the monthly report thereafter.
2. Contract Administration : Escalation and follow-up
Independently of the monthly reporting, CONTRACTOR is obligated to
effectively administer this contract on a continual basis.
Effective administration will require timely escalation to second line
supervision/ management on a real time basis within reporting cycles, for any
SES, MCR/CVI document, requested PO uplift, Unit Rate pricing form, or
timesheet for daywork activities that remain un-actioned, or require second
line/ management involvement.
WIP REPORTING REQUIREMENTS
Below sets out the reporting requirements for each category.
CATEGORY A: CURRENT ITEMS
For all work carried out during the previous calendar month, provide complete
breakdown of all WIP within following sections.
Exhibit I UK EU0059B
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1. List and individual value of all items for which work was carried out in previous
month, but CONTRACTOR is unable to create SES and /or unable to provide full
supporting documentation.
Each item on this list to be categorised as follows:
a. SES creation not possible due to insufficient value remaining on the PO.
(Show reason for requested uplift, £ value of uplift requested, and date
the requisition was increased by CONTRACTOR/ date of email requesting
uplift)
b. Pending 3rd party invoices (estimated value, confirmation sufficient PO
value or reference to self-amend requisition already raised)
c. Missing data from COMPANY (e.g. missing WON number, identity of user
approver not advised on PO)
d. CONTRACTOR is awaiting COMPANY approval of MCRs / CVIS (provide
MCR/CVI details in separate MCR/CVI tracker, below)
2. Blocked/parked/padlocked items/rejected items
List of items for which COMPANY is unable to approve Unit Rate Pricing Form/ Day
works timesheet pending clarifications.
3. Internal CONTRACTOR backlog
Details (PO, Value) of all items where work has been performed but SES has not
been created but due to CONTRACTOR internal issues (e.g., delay in obtaining
documentation from CONTRACTOR supervisors/field personnel, valuation of work in
progress, data input backlog / admin resourcing issues).
4. MCR/CVI Stewardship:
Details of all MCR/CVI’s submitted within the previous calendar month, including
value, MCR/CVI ref number, approver, date issued to COMPANY Approver, date
requisition increased in SAP or date of email to COMPANY requesting PO increase.
List to be categorised:
a. MCR/CVI’s that have been fully completed & approved, and sent to Site
Commercial Group
b. MCR/CVI’s issued to field approver not signed
c. Rejected MCR/CVI’s
5. Watch List Items:
List of Purchase orders for which CONTRACTOR’s total cumulative valuation of work
performed is >90% of PO value.
CATEGORY B: REVIEW OF OPEN ITEMS FROM PREVIOUS MONTH CATEGORY A
Provide details of all items carried forward from previous month’s section A, within same
categories.
1. List of “actionable” SES pending the COMPANY approval
2. Items where intervening action has not been completed (PO uplifts, WON details)
Exhibit I UK EU0059B
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3. Blocked/rejected items carried forward
4. Internal CONTRACTOR Backlog
5. MCR approvals outstanding
6. Action needed on “watch list” POs (status of uplift request/approval)
CATEGORY C: STEERING COMMITTEE OVERSIGHT
Provide details of any open items from previous month section B: Items appearing on
this list will be reviewed regularly by the CONTRACTOR Offsite management and the
COMPANY management contact.
Exhibit I UK EU0059B
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SECTION 10 - SUMMARY OF KEY CHANGES AND UPDATES
List of Amendments
The following section outlines the key changes and updates to this document since its
creation in August 2022:
Number
Overview
Date
1 Document created August 2022
