Seplat Petroleum Development Company

SEPLAT SAFE SYSTEM OF

WORK SCHEME
CONTRACTORS HSSE
CAPABILITY
ASSESSMENT
1.

2. Objective
The objective of the Contractors HSSE capability assessment is to
assess the extent to which HSSE policies and its management is
implemented by contractors, vendors, and suppliers supporting
SEPLAT operations. The contractors, vendors and suppliers are
required to demonstrate :
i. HSSE commitment from their senior management
ii. Clearly defi ned HSSE responsibilities within their
organization
iii. An active HSSE programme
iv.A system for reporting HSSE performance and
investigation of incidents
v. Demonstration
of
system

penalty
and
reward
for HSSE performance

vi. An eff ective communication and consultation system

vii.An eff ective control of sub-contractors, vendors and
suppliers.
All responses to the assessment shall be supported with
documentation and evidence listing. This may be followed by site
ve rifi cation as will be determined by SEPLAT.
The assessment shall involve evaluation of responses leading
to HSSE bands of Green, Amber or Red of vendors in line with
Contractors Work Rank Categorization as per SEPLATS Vendors
Management Policy (SEP- OPS-GEN- X21-00001) viz:
Green Rank A: 91-100% and Rank B:
71-90% Amber - Rank C: 51-70%
Red
Rank D: 31-50%
The HSE band in which a contractor falls will
contracts award with SEPLAT.

infl uence

fut ure

The fi nal output shall be the establishment of a system for

selecting and a w a r d o f c o n t r a c t s b a s e d o n vendors and
suppliers HSSE capability. The system s h a l l ensure that risks to h e
a l t h , s a f e t y , a n d s e c u r i t y o f personnel, environment,
SEPLAT assets and reputation arising from the contracting or supply of
equipment, materials or provision of services are reduced to a level
which is as low as reasonably practicable. It will also ensure that the
equipment, materials or services procured are fit for purpose and
provide SEPLAT with the best value available.

3. Terms of Reference
In line with tenets of OSHAS 18001 (Health & Safety), ISO 14001
(Environmental) and
ISO 9001 (Quality), the following aspects of a

contractors Health, Safety and Environment Management Systems shall be

evaluated:
i.

Leadership and Commitment

ii. Policy and Strategic Objectives

iii. Organization, Responsibilities, Resources, Standards and
Procedures

iv. Hazard and Effects management

v. Planning and Procedures
vi. Implementation and Performance
vii.Audit and Review
viii.

HSSE performance penalty and reward system

ix. Additional HSSE features

4. Process
This is a pre-qualification to continue or be successfully registered as a
contractor, vendor or supplier to SEPLAT.
The Contractor HSSE Capability Assessment shall follow the following
framework:
i. Define minimum expectations with respect to SEPLAT HSSE
requirements
ii. Assess/evaluate contractors, vendors and suppliers
iii. Band contractors, vendors and suppliers in line with (i) above
iv. Select contractors, vendors and suppliers for future tenders
in line with (iii) above
The s u c c e s s f u l contractors shall be those that h a v e p ro v e n c
a p a b i l i t y to perform work safely, economically, and technically
correct at the specified risk level, with minimum supervision and in a
timely manner.
Assessment shall be
performed
as
agreed
wit
h
the
preferred
HSSEconsultan
t and will include the following methods:

Questionnaires;

Visits to offices, workshops, work sites or locations of

current operations;

Results of evaluations conducted at the close of prior

contracts with the same contractor either by SEPLAT or by
other E & P companies known for high standards of HSSE
practice.

4. Seplat Contractors HSSE Capability Assessment

Pre-Job Performance Evaluation:
The objective of this evaluation is to collect relevant information on the
vendors ability to perform work safely. This evaluation will also help to
recognize top performing vendors and identify underperforming vendors
that require improvements.
The vendor shall be assessed using the following criteria:

HSSE Performance: Clear HSSE management system and

compliance to HSE policies, commitment to Safe Systems of Work
procedures, competence of personnel, proper

use of PPE, use of proper safety labels/hazard warnings,

housekeeping, workers demonstrate HSSE mindset, number of hours
worked with incidents, no LTI, fatality etc.
The evaluation form shall contain eight different criteria for assessing the
vendor (see attachment A). The assessor shall apply a strength factor (5
being the strongest) to each item evaluated. Total each column once you
conclude the evaluation. Add up the columns to arrive at the total and
multiply your score by 2.5, to get 100%.
The grading of vendors based on the evaluation result shall be
determined as follows: Rank A: 91-100%
Rank B: 71-90%
Rank C: 51-70%
Rank D: 31-50%
Rank E: 30% and below
Analysis of the
grades: Rank A:
Preferred supplier.
Top performer.
Consistently exceeding/ meeting requirements.
Participates in new tender activities.
Rank B:
Preferred supplier.
Meets requirements.
Participates in new tender activities.
Rank C:
Does not meet requirements.
Requires written corrective action.
Needs encouragement to close out gaps.
To be waitlisted for 6 months.
Management approval required to participate in new tender
opportunities.
Rank D

Does not meet requirements.

Requires written corrective action.
Present corrective action plan to Management.
Needs encouragement to close out gaps.
To be waitlisted for one year.
Not allowed to participate in new tender opportunities.

It is proposed that the following colour bands will identify the vendors in
Ranks A, B and C: Green -

Rank A: 91-100% and Rank B: 71-90%

Amber Red -

Rank C: 51-70%
Rank D: 31-50%

ATTACHMEN
T A:
PROPOSED QUESTIONNAIRE FOR CONTRACTOR HSSE
CAPABILITY ASSESSMENT
HSSE stands for Health, Safety,
Security & Environment Please
cover all aspects in your
Keyword
Question
1

Leadership & HSSE Culture

a)
Leadership
and
Commitm
ent

1.1

b)
c)

Provide evidence of commitment

at all levels of the organisation?
How do you promote a positive
culture towards HSE matters?

HSSE Policy & Strategic Objectives

Does your company have an HSE
policy document? If the answer is
YES please
attach
a copy.
Who
has overall
and
final
b)
responsibility for HSE in your
organisation?
Who is the most senior person in the
2.1 c) organisation responsible for this
policy being carried out at the
Policy
premises and on site where his
and
employees
working?
Provide
Itemise the are
methods
by which
you
Strategi
d) have drawn your policy
c
statements to the attention of all
Objecti
your
Whatemployees?
are your arrangements for
ves
e)
advising employees of changes in
the
policy?
Does
your company have
a)
strategic HSE objectives? If the
2.2
answer
YESmethods
please attach
a
Itemise isthe
by which
you
b) have communicated your strategic
HSE objectives to the attention of all
your employees?
Organisation, responsibilities, resources,
standards and procedures
a)

How are senior managers

personally involved in HSE
management for example
objective-setting and monitoring?

Through high
profile tour,
walk through,
accident/inciden
t investigations,
management
meeting, safety
campaign,
award function
Through
incentives
schemes, no
blame culture,
quizzes etc.
Yes

Organisatio
nal
structure
for HSE
managemen
t

a)
3.1

b)
c)

How is your organisation

structured to manage and
communicate HSE effectively?
Please
an promote
organization
Do HSEprovide
meetings
HSE
awareness?
Do you and your sub-contractors
meet regularly to discuss and
action any interface situations?

d)

a)

HSE
training
of
manage
rs,
supervis
ors and
HSE
critical
position
s

b)
3.2
c)

d)
e)
a)

Gener
al
HSE
trai
ning

Comp
eten
ce
assu
ranc
Contra
ctor
manag
ement
proces
s

3.3

b)

c)

a)
3.4
b)
a)

3.5

b)
c)

d)
a)
HSE
standard 3.6
s
b)

What provision does your

company make for HSE
communication meetings? Produce
minutes
such meetings.
Have
theof
managers
and supervisors
at all levels who will plan, monitor,
oversee and carry out work received
formal HSE training in their
responsibilities
with
respect
to the
If YES please give
details.
Where
training is given in- house please
describe the content and duration of
courses.
provide an
example
How
havePlease
you identified
areas
of
your companys operations where
specialised training is required, for
instance training related to health
hazard
such as radiation,
asbestos
What specialist
HSE resources
does
your organisation have available?
How does your company
provide HSE specialised training
for
HSE staff?
What
arrangements
does
your
company have to ensure new
employees have knowledge of basic
industrial
HSE, and
to your
keep this
What arrangements
does
company have to ensure new
employees also have knowledge of
your
policies, practices
and
WhatHSE
arrangements
does your
company have to ensure new
employees have been instructed and
have received information on any
specific
hazards
arising have
out ofathe
Does your
organisation
competence assurance system in
place?
If YES, please describe the scope
and
of your competence
Whatcontent
arrangements
does your
company have to ensure existing
staff HSE
is up atosubdate?
Does
yourknowledge
company have
contractor management process or
system? If yes, provide an outline of
the process.
How
do you assess contractors, HSE
competence or HSE performance?
Where do you define the
company standards you require
your sub-contractors to meet?
How do you ensure these
standards are met and verified?
How do you identify new industry
or regulatory standards that may
be applicable to your activities?
Is there an overall structure for
producing, updating and
disseminating standards?

No

Are your company standards aligned

c) with OGP/industry guidelines or
recommended practices? If yes state
which one.
Hazard & Risk Management

4
Risk
Asses
sment
&
Contr
ol

4.1 a)

a)
Health
Hazards

4.2 b)

c)

Safety
hazards

a)
4.3
b)

Logistics
hazards

a)
4.4
b)

Environ
ment
al
haza
rds

Security
hazards

a)
4.5
b)

a)
4.6
b)

How does your company identify

hazards, assess risk, control and
mitigation consequences, to a level
as low as reasonably practicable?
Do you have specific policies and
programmes on specific health
hazards e.g. substance abuse,
blood borne pathogens, malaria
What type of health hazards
(chemical, vibration, noise, radiation,
etc) are associated with the scope of
your services? Explain how
occupational health hazards are
identified, assessed and controlled.
What systems are in place to control
these hazards and monitor the
effectiveness of these controls? Is
workers regular exposure monitoring
part
these
Whatoftype
of systems?
safety hazards
(mechanical guarding, work at height,
lifting and hoisting, confined space
entry, explosive atmospheres etc.) are
associated with the scope of your
services?
What systems are in place to control
these hazards and monitor the
effectiveness
of these hazards
controls?(land
What
type of logistics
transport, air transport, marine
transport, materials handling etc.) are
associated with the scope of your
services?
What systems are in place to control
these hazards and monitor the
effectiveness of these controls?
What type of environmental
hazards (chemical spill,
atmospheric emissions, waste
disposal etc.) are associated with
the
scope
of your
What
systems
are services?
in place to control
these hazards and monitor the
effectiveness of these controls?
What type of security hazards
(terrorism, hostage taking,
robbery, hostile local population
etc.) are associated with the
scope
of your services?
What systems
are in place to control
these hazards and monitor the
effectiveness of these controls?

Yes

ionizing radiation
from radiography,
crystalline silica
from abrasive, dust
from blast cleaning
Instruction
manuals,
protective wears.
None

Nil
Land transport and
materials handling

None

Nil

Social
respon
sibility
hazard
s
5

What type of social hazards are

associated with the scope of your
services?
4.7
What systems are in place to control
b) these hazards and impacts and
monitor the effectiveness of these
controls?
Planning & Procedures
a)

Racial Abuse,
sexual abuse
Appropriate
channels have
been setup to
report such cases

HSE
operati
ons
manual

5.1 a)

Infrastructu
re and
5.2 a)
equipment
integrity
Manageme
nt of
change
Emerge
ncy
planning
and
respons
e

6
HSE-MS
implement
ation and
active
performan
ce
monitoring
of work
activities

5.3 a)

5.4

a)

b)

Do you have a company HSE-MS

manual (or operations manual with
integrated HSE requirements) which
describes in detail your company
approved HSE working practices
relating
to your
work
activities?
How do you
ensure
that
infrastructure, plant and equipment
used within your operations (own
premises, client site, or at other
locations) are correctly certified,
registered,
and maintained
How do youcontrolled
manage changes
and
assess associated risks e.g.
personnel, equipment, processes,
documentation?
What arrangements does your
company have for emergency
planning and response?
Which emergency situations are
included?

Implementation and performance

monitoring
What arrangements does your
a)
organisation have for monitoring
the implementation of your HSEMS?
How does your company assure the
implementation of work procedures
b) within your work-site operations e.g.
compliance with procedures, toolbox
6.1
talks,
safety
meetings,
supervision,
How do
you monitor
employee
HSE
c)
performance e.g. hazard
identification
systems,
HSE is
What
active HSE
monitoring
d)
performed (i.e. where no incident has
e) occurred)?
How do you report and correct
f)

HSE
6.2 a)
perform
ance
indicator
a)
HSE
performa
nce
b)
monitori
6.3
ng
c)
d)

deficiencies
identified?
How do you communicate
the
results of active performance
monitoring
relevant
List
the key to
performance
indicators
tracked for your company and your
performance for the previous five
years.
How is health performance monitored
and recorded?
How is environmental
performance monitored and
recorded?
How is security performance monitored
and recorded?
How and what near miss incidents are
reported?

Yes

N/A

Means of alerting
employees, predefined
methods for reporting
fires, shutting down of
critical equipment
Fire, explosion,
poisoning,
Release of
radioactive
materials

e)
f)
g)
HSE incident 6.4 a)
and

How often is HSE performance

How is logistics performance
Do you record vehicle incidents?
What types of HSE incident are
investigated?

investig
ation
followup

Statutory
notifiable
incidents
or non
complianc
e notices
7

Audits

Manage
ment
review
and
followup
8
Certificati
on of
your
Membersh
ip of
associati
Additional
features of
your HSEMS

b)
c)

What process is used to investigate

HSE incidents?
Who
conducts HSE incident
investigations?
How are the findings of an
d) incident investigation followed
up to ensure effective
prevention
of recurrence?
How is incident
learning
e)
communicated to all relevant
personnel?
Has
your company suffered any
statutory notifiable incidents in
the last five years (safety,
6.5 a) occupational
health
and
environmental)?
Answers with details including
dates, country and location,
HSE auditing and management review of
HSE-MS
Do you have a written procedure
a)
for HSE auditing? If yes, please
attach
copy. in conducting HSE
Who is ainvolved
audits? How are audit team members
b) selected to have specific expertise
and be independent from the
activities being audited? What are the
7.1
qualifications
forschedule
auditors?
How does yourrequired
company
HSE audit and what scope of
c)
auditing is covered? e.g. internal,
regulatory compliance,
supplier/contractor,
HSE follow up on
How does management
d)
audit findings and ensure effective
close
out
of action
items?
Do
you
have
a written
procedure
a) for management review of the
HSE-MS?
If
yes,
please
a copy
7.2
How
often
areattach
HSE-MS
reviews
b)
conducted and who is involved in
the process?
How
are identified actions and
c)
improvement efforts recorded and
tracked to effective completion?
HSE management - additional features
8.1
8.2

8.3

Please provide information on any

certification which you have
received
certification
bodies
Describe from
the nature
and extent
of your companys participation
in relevant industry, trade, and
governmental
organisations(globally,
Does your organisation
regionally or locally) have any HSE
features
or
arrangements
not
described
elsewhere
in
your