Introduction 

This Subcontractors Management Plan for Location X Rent a Car outlines the procedures for Health, Safety, and Environment (HSE) screening and selection of subcontractors. It ensures that all subcontractors meet the required standards for safety, health, and environmental protection. 

Objectives 

  • Ensure subcontractors comply with Location X Rent a Car’s HSE policies and regulations. 
  • Minimize HSE risks associated with subcontracted work. 
  • Enhance overall safety performance through diligent subcontractor selection and management. 

Procedure for HSE Screening and Selection of Subcontractors 

1. Pre-Qualification Process

The pre-qualification process evaluates subcontractors’ capability to meet HSE requirements. This includes the following steps: 

1.1 Submission of Documents 

Subcontractors must submit the following documents for review: 

  • HSE policy and procedures. 
  • HSE performance records (accident/incident history, lost time injury frequency rates). 
  • Relevant certifications (ISO 45001, ISO 14001, etc.). 
  • Risk assessment and mitigation strategies. 
  • Evidence of HSE training programs for employees. 

1.2 Initial Evaluation 

The initial evaluation involves reviewing the submitted documents to ensure they meet the minimum HSE standards. This includes: 

  • Verification of HSE certifications. 
  • Analysis of HSE performance records. 
  • Review of HSE policies and procedures for comprehensiveness and relevance. 

2. Detailed Evaluation Criteria for HSE Assurance

2.1 HSE Management System 

  • Policy and Commitment: The subcontractor must have a clear HSE policy, showing top management commitment. 
  • Organizational Structure: Defined roles and responsibilities for HSE management. 
  • HSE Plans and Procedures: Availability and adequacy of HSE plans and procedures tailored to the specific tasks. 

2.2 Risk Management 

  • Hazard Identification: Processes for identifying and assessing potential hazards. 
  • Risk Control Measures: Implementation of control measures to mitigate identified risks. 
  • Emergency Preparedness: Emergency response plans and drills. 

2.3 Performance Measurement 

  • HSE Performance Indicators: Regular monitoring and reporting of HSE performance. 
  • Incident Reporting and Investigation: Procedures for reporting, investigating, and addressing incidents. 
  • Continuous Improvement: Evidence of measures taken to improve HSE performance over time. 

2.4 Training and Competence 

  • Employee Training: Regular HSE training programs and records. 
  • Competency Verification: Methods for ensuring employees are competent in their roles. 

2.5 Compliance and Auditing 

  • Legal Compliance: Adherence to local and international HSE regulations. 
  • Internal Audits: Regular HSE audits and follow-up actions. 
  • Third-Party Audits: Results from external HSE audits, if applicable. 

3. Selection and Approval

3.1 Scoring and Ranking 

Each subcontractor is scored based on the detailed evaluation criteria. The scoring system ensures that subcontractors with the highest HSE standards are preferred. 

3.2 Site Visit and Interview 

Top-ranked subcontractors may be subject to site visits and interviews to verify the information provided and assess their HSE practices in action. 

3.3 Approval 

Based on the evaluation and site visit results, subcontractors are either approved, conditionally approved (with required improvements), or rejected. 

4. Monitoring and Review

4.1 Ongoing Monitoring 

Approved subcontractors are subject to continuous HSE performance monitoring through: 

  • Regular site inspections. 
  • Monthly HSE performance reports. 
  • Compliance checks with the agreed HSE plans. 

4.2 Performance Review 

Subcontractors’ HSE performance is reviewed periodically to ensure continuous compliance. Non-compliance or poor performance may lead to re-evaluation or termination of contracts. 

4.3 Continuous Improvement 

Feedback from performance reviews is used to improve the subcontractor management process. Subcontractors are encouraged to adopt best practices and innovate in their HSE management. 

Documentation and Records 

All records related to the HSE screening, selection, and performance monitoring of subcontractors are maintained in a centralized database. This includes: 

  • Submitted documents and evaluation forms. 
  • Scoring sheets and approval records. 
  • Site visit reports and performance reviews. 

Conclusion 

Implementing a rigorous HSE screening and selection process ensures that only competent subcontractors with strong HSE practices are engaged. This enhances the overall safety and environmental performance of Location X Rent a Car and aligns with the company’s commitment to excellence in HSE management. 

 

Appendices 

APPENDIX A: HSE EVALUATION CHECKLIST

CLICK LINK TO DOWNLOAD FORM

HSE Management System 

  1. Policy and Commitment 
  • Presence of a documented HSE policy. 
  • Commitment from top management. 
  1. Organizational Structure 
  • Defined HSE roles and responsibilities. 
  • Availability of HSE managers or officers. 
  1. HSE Plans and Procedures 
  • Comprehensive HSE plans. 
  • Specific procedures for key activities 

 

 

Risk Management 

  1. Hazard Identification 
  • Process for hazard identification. 
  • Frequency of hazard assessments. 
  1. Risk Control Measures 
  • Implementation of control measures. 
  • Effectiveness of control measures. 
  1. Emergency Preparedness 
  • Availability of emergency response plans. 
  • Regular emergency drills and training. 

Performance Measurement 

  1. HSE Performance Indicators 
  • Tracking of key performance indicators (KPIs). 
  • Regular reporting and analysis. 
  1. Incident Reporting and Investigation 
  • Procedures for incident reporting. 
  • Thorough investigation and corrective actions. 
  1. Continuous Improvement 
  • Evidence of continuous improvement initiatives. 
  • Implementation of corrective actions. 

Training and Competence 

  1. Employee Training 
  • Availability of HSE training programs. 
  • Records of training completion. 
  1. Competency Verification 
  • Methods for verifying employee competence. 
  • Regular assessments and updates. 

Compliance and Auditing 

  1. Legal Compliance 
  • Compliance with local and international regulations. 
  • Documentation of legal compliance. 
  1. Internal Audits 
  • Regular internal audits. 
  • Implementation of audit recommendations. 
  1. Third-Party Audits 
  • Results of third-party audits. 
  • Compliance with external audit findings. 

APPENDIX B: SCORING SYSTEM

CLICK LINK TO DOWNLOAD FORM

  • Policy and Commitment: 20 points 
  • Organizational Structure: 15 points 
  • HSE Plans and Procedures: 20 points 
  • Hazard Identification: 15 points 
  • Risk Control Measures: 10 points 
  • Emergency Preparedness: 10 points 
  • HSE Performance Indicators: 10 points 
  • Incident Reporting and Investigation: 15 points 
  • Continuous Improvement: 10 points 
  • Employee Training: 10 points 
  • Competency Verification: 10 points 
  • Legal Compliance: 15 points 
  • Internal Audits: 10 points 
  • Third-Party Audits: 10 points 

APPENDIX C: HSE PERFORMANCE REPORT TEMPLATE

CLICK LINK TO DOWNLOAD FORM  

  • Monthly HSE Performance Report 
  • Summary of HSE activities. 
  • KPI tracking and analysis. 
  • Incident reports and corrective actions. 
  • Continuous improvement initiatives. 

APPENDIX D: INCIDENT REPORTING FORM

CLICK LINK TO DOWNLOAD FORM

 

  • Incident Details 
  • Date and time of incident. 
  • Location of incident. 
  • Description of incident. 
  • Investigation 
  • Root cause analysis. 
  • Corrective actions. 
  • Follow-Up 
  • Implementation of corrective actions. 
  • Monitoring and review. 

APPENDIX E: EMERGENCY RESPONSE PLAN TEMPLATE

 

CLICK LINK TO DOWNLOAD/PRINT MANUAL

  • Introduction

    This Emergency Response Plan (ERP) template is designed to guide LOCATION X RENT A CAR in preparing for and responding to emergencies. The ERP ensures the safety of employees, contractors, visitors, and assets while minimizing the impact on business operations.

    1. Emergency Contact Information

    Emergency Services

    • Emergency Services (Police, Fire, Ambulance): 999
    • Non-Emergency Ambulance Service: 998

    Local Authorities

    • Abu Dhabi Civil Defense (Fire Department): 997
    • Abu Dhabi Police General Headquarters: 800 2626
    • Abu Dhabi Municipality: 800 555

    Medical Emergency Contacts

    • Sheikh Khalifa Medical City: +971 2 819 0000
    • Cleveland Clinic Abu Dhabi: +971 2 659 0200
    • Mafraq Hospital: +971 2 501 1111
    • Al Rahba Hospital: +971 2 506 4444

    Company Emergency Contacts

    PHONE: 0545974444

    EMAIL: help@locationxrental.com

    I-Witness: https://www.locationxrental.com/ireport

     

    Utility Services

    • Abu Dhabi Distribution Company (Electricity and Water): 800 2332
    • Etisalat (Telecommunications): 101
    • Du (Telecommunications): 155

    Note

    Please ensure this contact information is regularly reviewed and updated to reflect any personnel or contact numbers changes.

     

    2. Emergency Response Team (ERT)

    • Team Leader: Mohammed D. K. M. Kavu
    • Alternate Team Leader: Deborah D.

    3. Types of Emergencies

    • Fire
    • Medical Emergencies
    • Natural Disasters (e.g., earthquakes, floods)
    • Hazardous Material Spill
    • Security Incidents (e.g., bomb threat, active shooter)
    • Utility Failures (e.g., power outage, water supply interruption)

    4. Emergency Procedures

    4.1. Fire

    1. Activation of Fire Alarm: Anyone discovering a fire should activate the nearest fire alarm.
    2. Evacuation: Evacuate the building immediately using the nearest exit. Do not use elevators.
    3. ERT Actions:
      • Verify the evacuation.
      • Perform a headcount at the assembly point.
      • Communicate with the fire department and provide details.

    4.2. Medical Emergencies

    1. Initial Response: Provide first aid if trained.
    2. Call Emergency Services: Dial 911 and provide details of the medical emergency.
    3. Notify ERT: Inform the ERT and the HSE Manager.
    4. Assist Emergency Responders: Guide them to the location of the injured person.

    4.3. Natural Disasters

    1. Earthquake:
      • Drop, Cover, and Hold On.
      • Evacuate the building once the shaking stops.
      • Assemble at the designated assembly point.
    2. Flood:
      • Move to higher ground.
      • Avoid walking or driving through floodwaters.
      • Follow instructions from local authorities.

    4.4. Hazardous Material Spill

    1. Immediate Actions: Evacuate the area and secure it.
    2. Notification: Notify the ERT and the HSE Manager.
    3. Containment: If safe, attempt to contain the spill without risking personal safety.
    4. Professional Cleanup: Contact hazardous material response professionals.

    4.5. Security Incidents

    1. Bomb Threat:
      • Record all details of the threat.
      • Notify the ERT and the police.
      • Evacuate the building if instructed by authorities.
    2. Active Shooter:
      • Run if it is safe to do so.
      • Hide if running is not an option.
      • Fight as a last resort.
      • Call 911 when safe.

    4.6. Utility Failures

    1. Power Outage:
      • Use backup lighting.
      • Shut down sensitive equipment.
      • Notify the Facilities Manager.
    2. Water Supply Interruption:
      • Use emergency water supplies.
      • Notify the Facilities Manager.

    5. Training and Drills

    • Regular Training: Conduct emergency response training for all employees annually.
    • Drills: Perform evacuation and emergency response drills twice a year.

    6. Review and Update

    • Annual Review: The ERP should be reviewed and updated annually.
    • Post-Incident Review: Conduct a review and update the plan following any incident.

    7. Resources

    First Aid Kits and Fire Extinguishers:

    • Office Building
    • Reception Area
    • Break Room
    • Restroom
    • Maintenance and Service Area
    • Workshop Entrance
    • Employee Locker Room (First Aid Kits)
    • Tool Storage Room
    • Rental Car Pick-Up/Drop-Off Area
    • Customer Service Desk (First Aid Kits only)
    • Waiting Area
    • Parking Garage
    • Near Entrance

     

    • Emergency Exits: Marked throughout the facility.
    • Assembly Point: Primary Assembly Point:
    • Location: Open space in the parking lot near the main entrance.
    • Description: Marked with a green assembly point sign and located away from buildings and other potential hazards.
    • Secondary Assembly Point:
    • Location: The park is near the facility’s side entrance.
    • Description: It is designed with a green assembly point sign, providing a safe distance from the main building in case the primary assembly point is inaccessible.

     

    8. Conclusion

    The Emergency Response Plan is a critical component of our safety management system at LOCATION X RENT A CAR. Proper preparation, training, and adherence to this plan will be conducted subsequently to help ensure the safety and security of all personnel during emergencies.