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Vendor Registration Form

Reference No

1 Company Data

1.1 Company Names

1.1.1 Enter the Full Company Name *

1.1.2 Previous Company Name *

1.2 Contact Information

1.2.1 Address *

1.2.2 Town or City *

1.2.3 Country

1.2.4 Postcode/ Zip code *

1.2.5 Post box number (PO Box) *

1.2.6 Telephone *

1.2.7 Fax

1.2.8 Email *

1.2.9 Website *

1.3 Contact

1.3.1 CEO Name *

1.3.2 CEO Email *

1.3.3 CEO Phone Number *

1.3.4 Contact Person for Business Enquiry Name *

1.3.5 Contact Person for Business Enquiry Email *

1.3.6 Contact Person for Business Enquiry Phone Number *

1.3.7 Head of QA Name

1.3.8 Head of QA Email

1.3.9 Head of QA Phone Number

1.3.10 Head of HSE Name

1.3.11 Head of HSE Email

1.3.12 Head of HSE Cell Phone

1.3.13 Contact Person for Finance Name *

1.3.14 Contact Person for Finance Email *

1.3.15 Contact Person for Finance Phone Number *

1.4 General Company Information

1.4.1 Parent Company Name, if applicable

1.4.2 Country of Registration

1.4.3 Company Registration Number

1.4.4 Registration Year

1.4.5 Payment Terms *

1.4.6 Company Type
1.4.7 Customs Authorisation Number (Europe only) *

1.4.8 Valid Trade License
    1.4.9 Trade License Expiry Date *
    1.4.10 Chamber of commerce certificate / member card
      1.4.11 Authorized signatory
        1.4.12 Certification / Documentations
          1.4.13 Company profile

            1.5 Scope Of Supply

            1.5.1 Product Profile

            1.5.2 Have you supplied goods or services to Abraj ? *
            1.5.3 What goods or services have you provided? *

            1.5.4 Category *


            1.5.5 Name of Service *

            1.5.6 Level of Service *

            Click here for QHSE Exhibit Level 1 Specifications

            1. General guidelines for preparation of questionnaire

            a. This questionnaire has been developed to help assess the extent to which HSE and its management is organised by Tenderer’s organisation. In completing this questionnaire Tenderer should include all relevant activities.

            b. In preparing the response, emphasis should be placed on providing complete answers with supporting documentation as far as practicable. Responses and any supporting documentation must relate specifically to the development and implementation of Tenderer organisation HSE Management System. If Company requirements are exceeded, Tenderer is requested to include the details in its submission.

            c. The submission should be truthful and validated by Tenderer’s company CEO.

            d. Satisfactory evidence of a comprehensive HSE Management System will be a critical criterion for Pre-Qualification.

            e. Soft copy shall be submitted along with Signed scanned copy for easy assessment

            f. Following submission, an evaluation of Tenderer’s organisation will be performed using the “HSE Pre-qualification assessment”. This assessment will consider this Questionnaire together with Hazards and Effects register(s), historical HSE performance any other audits and verification that may be required. In some instances follow-up discussions may be needed. To minimise the need for this, full and complete submissions are requested.

            2. Contractor’s full name, address, telephone, fax, e-mail and designated HES representative.

            Contractor Full Name

            Contractor Address

            Fax

            Telephone

            Contractor Designated HSE

            3. Questionnaire for Contractor HSE Capability Assessment (All responses below are mandatory)

            Section 1 Leadership and commitment

            1.1 Commitment to HSE aspects through leadershipa) How are the senior managers personally involved in HSE management for example objective setting & monitoring?

            b) Provide evidence of commitment at all levels of the organisation?

            c) How do you promote a positive culture towards HSE matters?

            Section 2 HSE policy & strategic objectives

            2.1 HSE policy documents a) Does your company have an HSE policy document? If the answer is YES please attach a copy.

              b) Who has overall and final responsibility for HSE In your organisation?

              c) Who is the most senior person in the organisation responsible for this policy being carried out at the premises and on site where his employees are working? Provide name, title and experience.

              2.2 Availability of policy statement to employeesa) Itemise the methods by which you have drawn your policy statement to the attention of all your employees?

              b) What are your arrangements for advising employees of changes in the policy?

              2.3 HSE contract Strategic objectivesa) Does your company have strategic objectives? If the answer is Yes please provide a copy.

                b) Itemise the methods by which you have communicated your strategic HSE objectives to the attention of all your employees?

                Section 3 Organization & responsibilities

                3.1 Organisational structure for HSE managementa) How is your organization structured to manage and communicate HSE effectively?

                b) Do HSE meetings promote HSE awareness?
                c) Do client & contractor meet regularly to discuss & action any interface situation?
                d) What provision does your company make for HSE communication meetings? Please provide an organization chart.

                  Section 4 Manpower Resources and Competence Assurance

                  4.1 HSE Training of managers/ supervisors/senior site staff/ HSE critical position holdersa) Have the managers and supervisors at all levels who will plan, monitor, oversee and carry out the work received formal HSE training in their responsibilities with respect to conducting work to HSE requirements?
                  If YES please give details. Where the training is given in house, please describe the content and duration of courses. Provide a competence/training matrix chart.


                    b) How have you identified areas of your company operation where specialized training is required, for instance training required to health hazards such as radiation, asbestos and chemicals?

                    c) What specialist HSE resources does your organization have available?

                    d) How does your company provide HSE specialized training for HSE staff?

                    4.2 General HSE traininga) What arrangements does your company have to ensure new employees have knowledge of basic industrial HSE, and to keep this knowledge up to date?

                    b) What arrangements does your company have to ensure new employees also have knowledge of your HSE policies, practices & company requirements?

                    c) What arrangements does your company have to ensure new employees have been instructed and have received information on any specific hazards arising out of the nature of the activities?

                    4.3 Competence assurancea) What arrangements does your company have to ensure existing staff HSE knowledge is up to date? (If training is provided in-house please give details of content)

                    b) Does your organization have a competence system in place? If Yes, please describe the scope & content of your competence system.
                    4.4 Contractor Management Processa) Does your organization have a contractor management process system? If yes please provide an outline of the process
                    b) How do you assess contractors, HSE competence or HSE performance?

                    c) Where do you spell out the company standards you require your Contractors to meet?

                    d) How do you ensure these standards are met and verified?

                    Section 5 Risk Management

                    5.1 Risk assessment & controla) What techniques are used within your company for the identification, assessment, control and mitigation of hazards and effects? Attach a copy of process which you follow.

                      b) Do you have specific policies & programmes on specific health hazards? For example substance abuse, blood borne pathogens, malaria pandemic disease etc.
                      5.2 Health Hazardsa) How is your workforce advised on potential hazards (chemicals, noise, radiation, etc.) encountered in the course of their work?

                      b) What systems are in place to monitor the exposure of your workforce to chemical or physical agents

                      5.3 Safety Hazardsa) What type of safety hazards (mechanical guarding, working at height, lifting & hoisting, confined space entry, explosive atmosphere ) are associated with the scope of your services.

                      b) What systems are in place to control these hazards & monitor the effectiveness of these controls?

                      5.4 Logistics hazardsa) What type of logistics hazards (land transport, air transport, marine transport, material handling) are associated with the scope of your services?

                      b) What systems are in place to control these hazards & monitor the effectiveness of these controls?(Logistics)

                      5.5 Environmental hazardsa) What type of environmental hazards ( chemical spill, atmospheric emissions, waste disposal ) are associated with the scope of your services?

                      b) What systems are in place to control these hazards & monitor the effectiveness of these controls?

                      5.6 Security hazardsa) What type of security hazards ( terrorism, hostage taking, robbery, hostile local population ) are associated with the scope of your services?

                      b) What systems are in place to control these hazards & monitor the effectiveness of these controls?

                      5.7 Social responsibility hazardsa) What types of social hazards are associated with the scope of your services?

                      b) What systems are in place to control these hazards & monitor the effectiveness of these controls?

                      Section 6 planning, Standards, procedures and Document control

                      6.1 HSE operations manuala) Do you have a company HSE manual (or Operations Manual with relevant sections on HSE) that describes in detail your company approved HSE working practices relating to your work activities? If the answer is YES please attach a copy of HSE MS Manual.

                        6.2 Infrastructure and equipment integritya) How do you ensure that plant and equipment used within your premises, on-site, or at other locations by your employees are correctly registered, controlled and maintained in a safe working condition?

                        6.3 HSE standardsa) Is there an overall structure for producing, updating and disseminating standards?
                        b) Are your company standard aligned with industry guidelines or recommended practices? If yes state which one?


                        6.4 Management of changea) How do you manage changes & assess associated risks, for example personnel, equipment, process & documentation.

                        6.5 Emergency planning & responsea) What arrangement does your company have for emergency planning and response?

                        b) Which emergency situations are included?

                        Section 7 implementation & performance monitoring

                        7.1 HSE MS implementation and active performance monitoring of work activitiesa) What arrangements does your company have for supervision, monitoring & implementation of HSE MS?

                        b) How does your company ensure the implementation of work procedures within your worksite operations, for example compliance with procedures, toolbox talks, safety meetings, supervision, job observations?

                        c) How do you monitor employee HSE performance for example hazard identification system, HSE participation?

                        d) What active HSE monitoring is performed?

                        e) How do you report and correct deficiencies identified?

                        f) How do you communicate the results of active performance monitoring to relevant personnel?

                        7.2 Safety performance indicatorsa) Please provide the following statistics for each year for the last five years?
                        Number of fatality

                        Number of lost time injuries

                        Number of restricted work cases

                        Number of medical treatment cases

                        Number of First aid cases

                        Number of near miss incidents

                        Fatal accident rate

                        Lost time incident frequency

                        Total recordable incident frequency

                        7.3 HSE performance monitoringa) How is health performance monitored & recorded?

                        b) How is environmental performance monitored & recorded?

                        c) How is security performance monitored & recorded?

                        d) How often is HSE performance reviewed? By whom?

                        e) How is logistics performance monitored & reported?

                        f) Do you record vehicle incidents?
                        7.4 HSE incident investigation and follow upa) What types of HSE incidents are investigated?

                        b) What process is used to investigate HSE incidents?

                        c) Who conducts incident investigations?

                        d) How are the findings following an investigation, or a relevant incident occurring elsewhere, communicated to your employees?

                        e) Has your company suffered any statutory modifiable incidents in the last five years (safety, occupational health and environment)? (Answer with details including dates, country, most frequent types, causes and follow-up preventive measures taken).

                        Section 8 HSE auditing & management review

                        a) Do you have a written procedure on HSE auditing? If Yes, please attach a copy?

                          8.1 Auditsb) Who is involved in conducting HSE audits? How audit team members are are selected to have specific expertise and be independent from activities being audited? What are the qualifications required for auditing?

                          c) How does your company schedule HSE audit and what scope of auditing is covered? For example internal, regulatory compliance, supplier / contractors, HSE management system implementation.

                          d) How does management follow up on audit findings & effective close out of action items?

                          8.2 Management review & follow upa) Do you a written procedure for management review of HSE MS? If yes please attach a copy?

                            b) How often are HSE MS reviews conducted and who is involved in process?

                            c) How are identified actions & improvement efforts recorded and tracked to effective completion?

                            Section 9 HSE Management – additional features

                            9.1 Certification of your HSE MSa) Please provide information on any certification which you have received from certification bodies?

                            9.2 Membership of associationa) Please provide information on any certification which you have received from certification bodies?

                            9.3 Additional features of your HSE MSa) Does your company have any other HSE features or arrangements not described elsewhere in your response to the questionnaire?

                            Section 10 Quality Assurance and Quality Control

                            10.1 A copy of QA Management System accreditationa) Organization holding Acceptable levl of Accrediation
                              10.2 Quality Policy, Objective and KPI's(a) Evidence of policy and the same is communicated to all members in the organisation
                              (b) Availability of objectives and KPI's

                                10.3 Internal Audits & Management Reviewa) Whether internal audits are carried out, and internal audit log covering the past two (2) years

                                  10.4 Analysis of Dataa) Analsyis of data carried out for customer satisfaction, Objective, KPI's, supplier performance etc..

                                  Click here for QHSE Exhibit Level 2 Specifications

                                  1. General guidelines for preparation of questionnaire – Level 2

                                  a. This questionnaire has been developed to help assess the extent to which HSE and its management is organised by Tenderer’s organisation. In completing this questionnaire Tenderer should include all relevant activities.

                                  b. In preparing the response, emphasis should be placed on providing complete answers with supporting documentation as far as practicable. Responses and any supporting documentation must relate specifically to the development and implementation of Tenderer organisation HSE Management System. If Company requirements are exceeded, Tenderer is requested to include the details in its submission.

                                  c. The submission should be truthful and validated by Tenderer’s company CEO.

                                  d. Satisfactory evidence of a comprehensive HSE Management System will be a critical criterion for Pre-Qualification.

                                  e. Soft copy shall be submitted along with Signed scanned copy for easy assessment

                                  f. Following submission, an evaluation of Tenderer’s organisation will be performed using the “HSE Pre-qualification assessment”. This assessment will consider this Questionnaire together with Hazards and Effects register(s), historical HSE performance any other audits and verification that may be required. In some instances follow-up discussions may be needed. To minimise the need for this, full and complete submissions are requested.

                                  2 . Contractor’s full name, address, telephone, fax, e-mail and designated HES representative.

                                  Contractor Name

                                  Contrator Address

                                  Contractor Telephone

                                  Contractor Fax

                                  Contractor Email

                                  Contractor Designated HES Representative

                                  3. Questionnaire for Contractor HSE Capability Assessment (All responses below are mandatory)

                                  1. Do you have operational procedure specific to your scope of work. If yes please attach copy of those procedures

                                    2. Do you have HSE MS? If yes, please provide a copy

                                      3. Do you have written HSE policy in place? Is yes attach copy of the same.

                                        4. Do you have written HSE procedures (For example; Electrical safety, Lifting and hoisting procedure, Road Safety, Permit to work etc..) If yes attach copy of those procedures.

                                          5. Do all your employees have valid HSE induction and Valid H2S card? If yes attach few sample for reference

                                            6. Does your organisation have competence system in place? What are the minimum mandatory HSE training requirements for the staff who will be assigned for Abraj activities? Attach updated training /competency matrix.

                                              7. Does your vehicles are RAS certified, especially the vehicles deployed for Abraj activities?
                                              8. Does you vehicles fitted with IVMS especially the vehicles used for Abraj. If yes kindly provide copy of your last 3 months IVMS report.

                                                9. Do you have journey manager in place to monitor all your journeys?
                                                10. Does journey manger have completed all training ladder to become journey manager (HSE Induction, H2S, IFR, Defensive driving, HSE tools and skills, CMC, safety leadership & Journey management)? If yes kindly provide evidence.

                                                  11. Do all drivers have valid defensive driving training for the applicable type of vehicles used under Abraj? If yes please provide training record of drivers.

                                                    12. Does your organisation provide mandatory PPE for all employees for the required scope of work?
                                                    13. What are the PPE requirements in your organization? Is there any procedure for PPE requirements? If yes provide a copy of the same.

                                                      14. Do you have Risk assessment for the scope of work? If yes attach copy of risk assessment.

                                                        15. What arrangement does your company have for emergency planning and response? Which emergency situations are included in your ERP? Provide a copy of ERP.

                                                          16. What types of HSE incidents are investigated? What process is used to investigate HSE incidents and who does investigation?

                                                          17. How are the findings following an investigation, or a relevant incident occurring elsewhere, communicated to your employees?

                                                          18. Is there a system to track the action items related to incident, inspections or audits? If yes, provide a copy.

                                                            19. Has your organization been audited by any external agency / client? If yes provide a copy of audit report.

                                                              20. What arrangement does your organization have for medical examination of employees? Provide a sample report of medical examination.

                                                                21. What HSE communication tools are implemented in your organization? Provide examples.

                                                                22. How you monitor HSE performance of your organization? Are there any targets set? Attach copy of HSE Plan

                                                                  23. Do you carry out regular inspection for your equipment’s & record results of those inspections?
                                                                  24. Do you maintain all equipment certificates?
                                                                  25. Does your organization have rewarding scheme as well as disciplinary actions in case of any violation against company policy?

                                                                  26. Does your organization confirm that the current workforce do not include anyone who is previously dismissed for infringements relating to road safety or other serious infringement.

                                                                  27. Please confirm do you comply with applicable legal requirements.

                                                                  28. Does your organisation have suffered fatality in last 3 years? If yes kindly submit copy of your investigation report.

                                                                    29. Has your company suffered any statutory notifiable incidents in the last five years (safety, occupational health and environmental)? (Answers with details including dates, country, most frequent types, causes and follow-up preventative measures taken).

                                                                    30. Do you have Quality Management system in place & it is being implemented.
                                                                    31. Does your company being certified to ISO 9001 certification or any other international standards. If yes please provide copy of your certificate.

                                                                      Click here for QHSE Exhibit Level 3 Specifications
                                                                      1.5.7 Nature of work normally subcontracted

                                                                      1.5.8 Present work load (% of capacity)

                                                                      1.5.9 Forecast work load next 12 months

                                                                      1.5.10 Nature of Business

                                                                      1.5.11 Please enclose your Customer reference list

                                                                        2. Quality Management

                                                                        2.1 Do you have a documented quality management system?
                                                                        2.2 State applicable standards used

                                                                        2.3 Is the system certified by an accredited body ?
                                                                        2.4 If yes, name of Certifying Authority

                                                                        2.5 Expiry date of certificate
                                                                        2.6 If not certified, please provide a brief status of your intentions and if applicable, your progress regarding certification.

                                                                        2.7 Do you have Periodic management review with regard to Quality system's efficiency ?
                                                                        2.8 Do you have a system of measuring and monitoring Key Performance Indicators as regards the effectiveness of Quality systems ?
                                                                        2.9 Are all parts of the organisation subject to internal audit ?
                                                                        2.10 Do you have a structured system for experience/ technology transfer ?
                                                                        2.11 State the latest statistics and the trend with regard to Customer Satisfaction ?

                                                                        2.12 What methods of monitoring product quality do you utilize ?

                                                                        2.13 Remarks (You may provide additional information here which might not have been covered above)

                                                                        Please enclose copy of the following as applicable
                                                                        2a Quality Certificate
                                                                          2b Last assessment report
                                                                            2c Quality manual contents list
                                                                              2d Customer satisfaction to demonstrate trend
                                                                                2e Responsibility and authority within the company

                                                                                  3. Health Safety and Environment (HSE)

                                                                                  3.1 Health And Safety

                                                                                  3.1.1 Does your organisation operate a formal Health & Safety Management System ?
                                                                                  3.1.2 State applicable standards or guidelines used

                                                                                  3.1.3 Is the system certified ?
                                                                                  3.1.4 Certifying Authority of Health and Safety

                                                                                  3.1.5 Do you have a documented Drugs/ Alcohol abuse policy ?
                                                                                  3.1.6 Do you have a formal risk assessment process that identifies hazards, risks and ensures the implementation of the associated control measures ?
                                                                                  3.1.7 Do you have a structured system to provide appropriate Health and Safety training for all staff ?
                                                                                  3.1.8 Do you conduct monitoring/ internal audits of your Health and Safety arrangements to demonstrate the effectiveness of the system ?
                                                                                  3.1.9 Do you have an annual Health and Safety plan that reflects objectives, targets and actions to improve Health & Safety performance ?
                                                                                  Please enclose copy of the following as applicable:
                                                                                  3a Health & Safety Policy Statement

                                                                                    3.2 Environment

                                                                                    3.2.1 Does your organisation operate a documented Environmental Management System ?
                                                                                    3.2.2 State applicable standards or guidelines used in environment

                                                                                    3.2.3 Is the system certified in environment ?
                                                                                    3.2.4 Certifying Authority of environment

                                                                                    Please enclose a copy of the following, as applicable:
                                                                                    3b Environmental Policy Statement

                                                                                      4. Supply Chain Management

                                                                                      4.1 Do you have a formal procedure for qualifying suppliers ?
                                                                                      4.2 Do you have a defined system for supplier development ?
                                                                                      4.3 How is the supplier's quality and timely delivery monitored and controlled ?

                                                                                      4.4 Do you assess the competence of your sub-contractors with respect to Health & Safety matters ?
                                                                                      4.5 Does your organisation audit suppliers/ sub-contractors on a regular basis ?
                                                                                      4.6 Remarks in Supply Chain Management (You may provide additional information here which might not have been covered above)

                                                                                      5. Human Resources

                                                                                      5.1 Do you have a documented procedure regarding competence assurance ?
                                                                                      5.2 Do you define and make available competence requirements for all jobs ?
                                                                                      5.3 Do you have a documented procedure regarding the provision of training ?
                                                                                      5.4 Do you plan and monitor training needs ?
                                                                                      5.5 Do you evaluate employee satisfaction annually ?
                                                                                      5.6 Remarks in Human Resources (You may provide additional information here which might not have been covered above)

                                                                                      6. Process Management

                                                                                      6.1 Do you have a defined system of contract review
                                                                                      6.2 Do you have a system for technical inspection at material receipt ?
                                                                                      6.3 Indicate the extent of control of measuring instruments

                                                                                      6.4 Do have an independent department for monitoring quality at various levels of production ?
                                                                                      6.5 Do you have defined procedure for monitoring the correctness and completeness prior to delivery ?
                                                                                      6.6 Does the company operate a formal system for managing Product/ Service non-conformances ?
                                                                                      6.7 Do you have documented procedures for design review ?

                                                                                      6.8 Do you have a system for information to and approval from customer, concerning deviations, modification/ design changes of the product ?
                                                                                      6.9 Do you have documented procedures for packing that is in conformity with customer's requirements ?
                                                                                      6.10 Remarks in Process Management (You may provide additional information here which might not have been covered above)

                                                                                      7. Operational Results

                                                                                      7.1 What is the on-time delivery performance to customers during the last two years, based on the customers required date for deliverables ?

                                                                                      7.2 What is the trend in cost of rejections and rework over the last 3 years ?

                                                                                      7.3 Remarks in Operational results (You may provide additional information here which might not have been covered above)

                                                                                      8. Financial

                                                                                      8.1 Financial Statement

                                                                                      8.1.1 Statement Type *
                                                                                      8.1.2 Latest audited financial statement.
                                                                                        8.1.3 Credit Worthiness Letter

                                                                                          8. 2 Details of Bank Data

                                                                                          8.2.1 Please provide fill below information relating to bank details and also provide the same on the letter head of your bank (in original).
                                                                                          Bank Details
                                                                                            8.2.2 Bank Account Number *

                                                                                            8.2.3 Bank Name *

                                                                                            8.2.4 Bank Branch *

                                                                                            8.2.5 Address Line 1 *

                                                                                            8.2.6 Address Line 2 *

                                                                                            8.2.7 Town or City (Details of Bank Data) *

                                                                                            8.2.8 Country (Details of Bank Data) *

                                                                                            8.2.9 Post Code *

                                                                                            8.2.10 Swift *

                                                                                            8.2.11 IBAN *

                                                                                            8.2.12 Sort/ BLZ/ ABA *

                                                                                            8.2.13 IFSC Code *

                                                                                            8.2.14 Preferred currency for transaction *

                                                                                            Corresponding Bank Details
                                                                                            8.2.15 Corresponding Bank Account Number *

                                                                                            8.2.16 Corresponding Bank Name *

                                                                                            8.2.17 Corresponding Bank Branch *

                                                                                            8.2.18 Corresponding Address Line 1 *

                                                                                            8.2.19 Corresponding Address Line 2 *

                                                                                            8.2.20 Corresponding Town or City *

                                                                                            8.2.21 Corresponding Postcode *

                                                                                            8.2.22 Corresponding Swift *

                                                                                            8.2.23 Corresponding IBAN *

                                                                                            8.2.24 Corresponding Sort/ BLZ/ ABA *

                                                                                            8.2.25 Corresponding IFSC Code *

                                                                                            8.2.26 Corresponding Preferred currency for transaction *

                                                                                            8.3 Vat Registration Number (if applicable)

                                                                                            9. Declaration

                                                                                            Declaration

                                                                                              10. Supply Chain Manager Review and Approval

                                                                                              10.1 Is Supplier Critical to Abraj Energy Services core business. Indicate as appropriate. *
                                                                                              10.2 Critical: Suppliers of goods / services where poor quality could cause increased cost or affect Abraj Energy Services's reputation with customers. *
                                                                                              10.3 Non-Critical: Suppliers of goods / services (e.g. stationery) where poor quality will not significantly affect the company, neither in cost nor reputation. *
                                                                                              10.4 Blocked Supplier List Checked *
                                                                                              10.5 Restrictions on use / Limitations / Scope of Supply *

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