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Global Supply Chain

Rules, Standards & Procedures

SAFETY PROCEDURE

CONTRACTOR SAFETY

Contents

1. OBJECTIVE 2

2. SCOPE 2

3. DEFINITIONS 2

4. REQUIREMENTS 2

5. VERIFICATION 4

6. IMPLEMENTATION SCHEDULE 4

7. REFERENCES 4

APPENDIX A FLOW DIAGRAM ON-SITE CONTRACTOR SAFETY 5

Contractor Safety
HMESC: 01.40.01.512 Date: November 2013 Issue: 02 Page: 1 of 5
Global Supply Chain
Rules, Standards & Procedures

1. OBJECTIVE
The aim of this procedure is to minimise risk for contractors performing work on site.

Mandatory is:
 Implement this procedure by using the handbook “Contractor Safety”.
 Implement all steps of safe management of contractors as described in this procedure;
 Implement all necessary safety countermeasures to minimise risk of unsafe contractor performance.

2. SCOPE
This procedure applies to each Operating Company (OpCo), which is fully financially consolidated as published
in the latest Annual Report of Heineken N.V. consisting of:
 Heineken Production Units including on-site logistics operations, both own or third party operated;
 Heineken-owned off-site Logistics Operations (like warehouses, offices and laboratories).

3. DEFINITIONS
Contractor An outside company that has received an order for a specific service to be performed
on the Production Unit premise (e.g. painter, maintenance, plumber).
Sub-contractor An outside company that has received an order for a specific service to be performed
on the Production Unit premise by a contractor. All requirements for contractors apply
to sub-contractors.
Contractor Third Party employees involved in the execution of contracted services on the premise
employees of the Production Unit.
Production Unit A dedicated person from the Production Unit responsible for executing and direct
contact person supervision for particular contractor work including the safety related issues.
Production Unit A dedicated person from the Production Unit responsible to coordinate production unit
contractor wide or department wide all contractor activities.
coordinator Assuring the alignment of all contractor work to mitigate risk of different contractors
being present in the same area.
Site Safety A set of Production Unit rules covering all general safety recommendation and
Regulations guidelines for carrying out work by contractor.
Work order The work order consists of a set of documents stating the work which shall be done and
safety measures taken by the contractor.

4. REQUIREMENTS

4.1 RESPONSIBILITIES
The Production Unit Manager is responsible for the following activities:
 To implement this site contractor safety procedure;
 To assign contractor coordinators being responsible for implementing this procedure;

The Production Unit contractor coordinators are responsible for the following activities:
 To coordinate all site contractor work;
 To continuously improve site contractor safety.

The Production unit contact persons are responsible for the following activities:
 To organise regular meetings with the contractor;
 To check safety during contractor work (including use of PPE).

Contractor Safety
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Global Supply Chain
Rules, Standards & Procedures

4.2 PROCESS CONTRACTOR SAFETY (SEE APPENDIX A)


The process of contractor safety is shown in the process flow diagram in Appendix A.
Below follows a step by step description.

Step 1: Pre-qualification
Contractors shall be competent for the work to be executed, including the safety aspects. All contractors need a
pre-qualification on safety before they can participate on a bid process. The pre-qualification shall consider:
1. Ability to follow local legal and Heineken safety requirements;
2. Ability to provide services in a safe way by skilled, trained and certified employees;
3. Proving safety is embedded in the culture of the company;
4. Ability in performing risk assessment and defining safe way of working.

Step 2: Contracting
Contractors can only participate in the bid process, when they are pre-qualified. In the bid process, the work
specific safety requirements shall be made clear such that the contractor can take these into account while
preparing a bid. When the bid is approved, the contract shall be signed.
The following shall be included in the purchase order to the contractor:
 Specification of the work including special safety requirements;
 (Heineken) Terms & Conditions;
 Production Unit or Site Safety regulations.

Step 3: Planning & Training


All contractor works must be coordinated in order to avoid that contractor works affect negatively from each other.
The contract work cannot start before contractor employees have been registered, followed the induction training
and accepted the safety leaflet.
The contractor employees need to be trained for the planned work. The content of this training must cover all
typical risk and safety rules for contractor works as well as all existing risks and rules of the Production Unit.

When the contractor work is planned and the contractors are trained, the work order shall be prepared. The work
order includes at least:
 Job scope;
 Work objectives;
 Manpower planning, persons on site and duration;
 Risk assessment;
 Procedure for last minute risk assessment (LMRA);
 Work permit (if necessary);
 Other relevant documents, for instance technical documents.

Step 4: Execute work


Before the contractor shall execute the work, the workplace has to be prepared by the involved department and the
contractor shall apply countermeasures. During the work there shall be regular meetings (documented) between the
Production Unit contact person and the contractor contact person to discuss the planned activities, check the
process, quality of work and safety performance.
Safety issues, non-compliances and violations shall be picked up simultaneously and preventive action can be set in
motion. The contractor has the obligation to report unsafe conditions.

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Rules, Standards & Procedures

Based on an inspection / audit plan contractor activities are checked on adherence to the Safety Regulations. The
frequency depends on the extent of the risk and the performance of the contractor. The inspections shall cover at
least:
 Proper use of Personal Protective Equipment;
 Application of safety procedures (Hot Work, Lock Out Tag Out, Confined space);
 Proper use of equipment and tools.

Step 5: Evaluate contractor work


When the contractor has finished his work, the work will be evaluated by the Production Unit contact person and the
contractor contact person. During this evaluation inspection and audit reports will be discussed as well as any
accidents, incidents and near misses if they occurred.
The result of the evaluation shall be documented and communicated with purchasing. In case the basic safety
requirements weren’t met during the contractor work, the contractor shall no longer be pre-qualified.

5. VERIFICATION
The following items have to be present in case of an internal verification (e.g a GSC Audit) or an external
verification:

 Contractor pre-qualification document based on the verification of the 4 basic safety requirements;
 Up-to-date Safety Regulations document, reflecting all major safety risks on-site;
 Contractor safety induction training material and records of contractor personnel being trained;
 Inspection and audit reports of contract work;
 Documented contractor evaluations.

The registrations have to be kept for at least 5 years.

6. IMPLEMENTATION SCHEDULE
This procedure is fully applicable for all contractor works.

7. REFERENCES
 Handbook Contractor safety;
 Contractor safety cards;
 Safety training (HMESC 01.40.01.304);
 Safe work permit procedure (HMESC 01.40.01.313);
 Accidents, incidents and near misses (HMESC 01.40.01.503).

Contractor Safety
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Global Supply Chain
Rules, Standards & Procedures

APPENDIX A FLOW DIAGRAM SITE CONTRACTOR SAFETY

Contractor Safety Procedure


Phase RACI

Start Contractor
R: PU Contact person
procedure

R: Purchasing
Step 1

Pre-qualification Is contractor
No contractor work A: PU Contractor coordinator
document pre-qualified for No
possible C: PU Contact person
safety?

Yes

Purchase order

Site safety Signed Site safety R: PU Contact person


regulations Sign contract regulations A: PU Contractor coordinator
Step 2

C: Purchasing

Yes

R: PU Contact person
Step 3

Safety induction Work order A: PU Contractor coordinator


Planning & Training
C: Safety engineer
I: Department manager

Work order Inspection reports

Safe work permit R: PU Contact person


Step 4

Audit reports
Execute work A: Production unit manager
Inspection and audit
C: Safety engineer
plan Minutes of
I: Department manager
meetings
Other documents

Inspection reports

Audit reports Contractor safety R: PU Contact person


Evaluate contractor
Step 5

evaluation form A: Safety engineer


Accidents/ work
I: Purchasing
incidents/ near
misses

Contractor Safety
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