1. General Contract Management Structure
Nzama Baloyi / Richard Jennings

2. What we have for you? General Contract Management Structure
Pre-contract risk- based assessment of contractors
Contractor Control system
Red and Yellow Card System
Management Frame work
Sample site contract
Contractor management COP
Prospecting Contractor management
I-Campus prospectus
Energy Coal – Ingwe Collieries Ltd
22/11/2018

3. Management Standard - Contracting Checklist
2. Tender Process
Formal tender undertaken
Site information kit to contractors
Define tender assessment process
Define and establish internal financial control
Change management system defined
Conduct tenderers site visit
3. Contractor Evaluation
Conduct inspection of contractors activities
Assess contractor personnel capability
Define contractors HSEC system
Assess contractors HSEC performance against BHPB requirements and determine gap action plan
Map contractor against FRCP and determine gap action plan
Assess contractors use of sub-contractors
Determine and agree hazard identification system
Determine and agree a work planning system
Risk assess contractors ability to do works
Formal approval to engage contractor
Notify contractors
4. Works Execution
Induction and site procedure training
Site location and facilities reviewed for gap’s
Equipment, procedures and sub-contractor review for gap’s
Accident/incident reporting works effectively
Daily site inspection regime
Daily safety meetings and reporting
Monthly safety meetings and reporting
Ad-hoc safety inspections
Regular project reporting and tracking reviews
Scope ‘creep’ monitored
Non-conformance reporting
Change management system audits
Risk and opportunity identification and management
1. Request for Contract
Contracting strategy in place
Scope and time of works defined
Risk assessment of required works
Management understands works
Single point accountability for contract
Capable contractors – pre-qualification
Assess leading practice for the works
Type and style of contract defined
Formal authorisation to contract works 3 2 4 1 5
5. Closure of Contract
Regular review of contractor capability
Close-out report on HSEC performance, scope, time and money
= 41
Energy Coal – Ingwe Collieries Ltd
22/11/2018

4. Contractor management framework 1
Vendor
pre-qualification
Tendering
Evaluation
And award
Access and
Activation
Execution and
Monitoring
Completion and
Closeout
To Next
phase
Input
POTENTIAL CONTRACTOR INITIAL EVALUATION
Request
For
contract
New vendor request
Tools
Assessment Request
Initial Evaluation
Letter Acknowledgment
Letter Approved
Letter Not Approved
More Information
Vendor Assessments
Contracting strategy
Existing vendor re-evaluation
Invitation
From
Site to
apply
Evaluation of new vendor request
Scope and time of work defined
Classification system
Updated
Approved
Vendor
List
Appoint Single point of accountability.
Risk assessments of work to be conducted
Completion
and closeout
report
Approved
Vendor
List
Management must understand the work and know best practice of carrying out the job. No
NEED for Service or Business !
Check
BSA site database.
YES
Notify Contractor of decision
Output
Invited to Tender
Energy Coal – Ingwe Collieries Ltd
22/11/2018

5. Contractor management framework 1
Vendor
pre-qualification
Tendering
Evaluation
And award
Access and
Activation
Execution and
Monitoring
Completion and
Closeout
To Next
phase
Input
APPROVED AND AWRD CONTRACT
Request for work
Tendering
process
TOOL KIT
BHPB Documents:
BAS SITE HSEC Policy
Fatal Risk Control Protocols
BSA site toolbox meeting
House Keeping (GHK)
One Page Standards
Key Performance Indicators (KPI’s)
Training Matrix
Determine and agree on Work planning system
Send / Hand out Information Kit to Approved contractor
Defn & establish internal fin. control
Tender Adjudication as per procedure.
Risk assess contractors ability against work
Review the Contractor’s Safety Management Plan for the Works against BSA site requirement
Agreed KPI’s and SLA
Signed
contract
Conduct tenderer site visits for inspections
Determine and agreed on hazard ident. system
Approval to engage contractor
Output
Award of Contract
Notify Contractor of the decision
Energy Coal – Ingwe Collieries Ltd
22/11/2018

6. Contractor management framework 1
Vendor
pre-qualification
Tendering
Evaluation
And award
Access and
Activation
Execution and
Monitoring
Completion and
Closeout
To Next
phase
Input
CONTRACTOR ACTIVATION TO SITE
BSA site
Toolkit
Contractor
Enters BSA
site
Appoint Single point of accountability.
Permit To Work Flow
Training Matrix
One Page Standards
Etc.
Contract documents/ order documents
Roles, resp &lines of communications
Site Access according to Vendor contract classification
Site establishment information
Licensing/permit to work
Contractor
Prepare for people to come to site (competencies, inductions, etc.).
Prepare for equipment to come on to site.
Safe access of personnel ,equipments &materials
Contractor has access to BSA site and established and ready to work and equipments on site
Output
Energy Coal – Ingwe Collieries Ltd
22/11/2018

7. Contractor management framework 1
Vendor
pre-qualification
Tendering
Evaluation
And award
Access and
Activation
Execution and
Monitoring
Completion and
Closeout
To Next
phase
Input
EXECUTION AND MONITORING PERFORMANCE
Contractor
Report to BSA site single point of Accountability
Contractor
Start to
Work at site
Submit Risk Assessment & Receive Permit to Work (Valid 24hrs)
Renew Permit daily and use Safety Toolkit
Always remember to Report all incidents on same shift.
Submit Delivery Note/Day work sheet / Pro forma Invoice on Completion
Update skills and training matrix
Submit KPI report to Coordinator
BSA Site
Contract Coordinator Check Training Matrix & equipment
Contact Coordinator hand over to Originator (“line”)
Perform ad hoc Safety Visits and Inspections
Evaluate Job/Task – use KPI’s , ensure PTW is signed off & do SES
Ensure that there is agreed Performance Consequence Management system in place
Output
Perform Incident/accidents investigations
Contractor (Monthly) Report incl KPI’s & SES tracking
Energy Coal – Ingwe Collieries Ltd
22/11/2018

8. Contractor Management Framework
Energy Coal – Ingwe Collieries Ltd
22/11/2018