GUIDE FOR THE PRESENTATION OF DOCUMENTS FOR CONTRACTORS IN THE BIDDING PROCESS (&Tender Evaluation System)
Important Note: All the information should be received before the deadline following the procedure below:
GENERAL AND CONTRACTUAL INFORMATION
TECHNICAL OFFER – COATING SILOS
Please contact Brina Vedema Rai<[email protected]> if any technical clarification or support is needed. Please keep me in
cc.
HSE OFFER
1- Instructions to fill out the HSE Questionnaire
Fill out the form attached as follows:
Fill out the following sections as indicated:
- Section A: General Information – Fill all fields
- Section B Contractor/Supplier Activities Fill all fields and mark all procedure applicable according to the nature of the services/project
/work
- Section C Contractor/Supplier HSE Program Only answer the question # yes or not
- Section D: Contractor/Supplier HSE Requirements for Activities Designated Category 1 or Category 2. ONLY MARK THE QUESTION
2 FOR ALL APPLICABLE CERTIFICATION
o NOTE: All other documents requested in section C and D must be provided as indicated in the HSE Tech requirements
- Section E. Safety Performance Information: Provide all information requested in this section
- Section G and F for Internal Use Only -DO NOT FILL THESE SECTIONS
Note: the form must be filled out with all the important information and mark all the procedure to be applied in the service/work or
project
REMARKS
• The following tables have the HSE and SQ requirements according to the scope of the project, below also is the scheme required to
present the docs (SEE THE DOC SCHEME BELOW). Bidders may be disqualified if the information is not aligned to the scheme
provided.
Scheme to present the documents
HSE requisites Table
Factors to Evaluate
Evidence to be submitted
GENERAL HSE REQUIREMENTS:
Does the vendor show a management structure and responsibilities Present the Organization chart (HSE professional must be part of
1
(specifically health and safety) the structure/project)
Does the vendor provide Health and safety goals for the project/work, and Provide details of the objectives, goals of the company and the
2
the program for monitoring and reviewing health and safety performance strategies to achieve them
Does the vendor provide the Incident rates—including recordable, lost
Provide the number of Milles driven, events/incidents work related
3 workday, and vehicle incident cases as well as fatalities—for the past three
(LTI, first aid, restricted work cases, etc.)
years?
Does the vendor show the results of governmental or regulatory authority
provide the inspection results for the service-related entities (ex.
4 body inspections of the contractor’s operations for the past three years,
ministry of health, fire fighter department, EPA. PTCCB etc.)
including the number of inspections, inspecting results
Does the vendor present authorizations, permits, current records, provide the licenses, permits granted associated to the service to
according to the nature of its activities, issued by the national institutions be provided (ministry of health, fire fighter department or any
5
that regulate such matter (e.g. for storage and handling chemicals authorization issued by the competent agency.)
(environmental) EPA/PTCCB) List of the legal requirements associated with the service
7 Does the company provide a written HSE Policy (ies)? Submit the policies in health, safety and env.
Submit the policies/procedures for alcohol and drugs tests. This
8 Does the company provide detailed drug and alcohol policy? procedure or policy must describe the way to perform the test and
the disciplinary actions
Does the company provide current and adequate insurance policies Submit the current insurance evidence. The liability must cover
9
(Employer Responsibility Insurance, General Responsibility Insurance)? accidents, property damages and environmental
HAZARD IDENTIFICATION AND RISK CONTROL PROCESSES
− Provide the procedure for how the risks evaluation are carried
Does the company provide a procedure for disclosure and application of out. In addition, annex copies of the risk assessments/Job safety
1
the Job Safety Analysis of the activities to be executed? analysis of each activity to be executed, such as not limited to:
chemical handling, chemical storage, lifting and hoisting,
Does the company provide a procedure for the notification, registration, Provide the procedure how is the treatment for incidents, establish
2 classification, investigation and disclosure of accidents/incidents, illness how the event is notified, investigated (technique used), action plan
and environmental events? developing and communication among personnel
−Provide evidence of the certification of drivers
−Send evidence of emergency preparedness and first aid trainings
Does the company provide evidence of a procedure on how the HSE of the personnel to be assigned to the project (at least one person
information and training is given and certification plans for crew and must for each shift should be trained)
3
supervisors? (mentoring certification program certification). Provide −Send the schedule for HSE Meetings
evidence of personnel certifications −Send current training schedule and competency matrix or similar
to develop skills among the assigned personnel. Annex CV of the
personnel to be assigned to the project
Provide a procedure which describes how the company does the
selection, evaluation and control of subcontracted works/services
Does the company provide a procedure for the selection, evaluation and
4 Declare if in this project your company will subcontract any service
control of subcontracted works/services?
If yes, provide the list of the intended subcontractors and submit
the last audit/inspection done to the vendors.
Provide a procedure which describes how the company does the
5 Does the company provide a procedure for the purchasing process?
selection, evaluation and the purchased products
Provide the procedure how the changes are treated, risks,
6 Does the company provide a procedure to manage the changes? evaluation of risk, communicate of the changes Including the
communication flow to the client
OPERATIONAL CONTROL/EXECUTION OF SERVICES:
− Provide the procedures of the maintenance processes perform to the
equipment intended for this project
- Provide the list of the utensil/equipment/tools to be used in the
project). The list must show the latest maintenance and/or
The company presented a list of machines, equipment and tools with their calibration/certification dates
1 respective certificates and records; and the maintenance, inspection and Annex samples of check list applied for inspections, annex sample of
calibration plan? the maintenance or calibration performed and pictures of the
equipment. annex pics
Annex the current certifications of the equipment to be used and their
provide evidence of the maintenances plan and certification/calibration
plans
Does the vendor provide an emergency response and control plan that
2 Provide emergency procedures. It may include emergency contacts
includes health, safety and environmental emergencies/events?
Does the vendor provide the work procedures that will be applied during the − Provide the work procedures with evidence for the activities to be
3 executed (ex. Provision of PPE etc., all marked as applicable in FO-
service. (according to the HSE questionary)
GL-HAL-HSE-0605A attached.
SQ requisites Table
Factors to Evaluate
Evidence to be submitted
GENERAL SQ REQUIREMENTS:
Provide the SQ manual with all elements that conform the SQ
1 Does the company have a documented Quality Management System?
management system
2 Does the company have a quality policy current and disclosed? Submit the SQ policies and how it is disclosure to the personnel
Does the company have an organizational structure that includes all levels
Provide the Organization chart (SQ professional must be part of the
3 of the organization (including SQ), the roles and responsibility before the
structure)
System are established?
Does the organization establish quality objectives for functions and levels Provide details of the objectives, goals of the company and the
4
according to its quality management system? strategies to achieve (in terms of Service quality)
Does the organization have systems in place to maintain the
Provide pic of the facilities and the infrastructure to be occupied for this
5 infrastructure, equipment, resources and technology to achieve conformity
project
of products and services?
Does the company have methods and procedures to develop the Provide the procedures and/or method to develop and the level of
6
competencies of the personnel that will be assigned to the project? competencies of the personnel (technician) be assigned to the service
Provide a procedure which describes how the company does the
selection, evaluation and control of subcontracted works/services
Does the company give methods and procedures for the selection and Declare if in this project your company will subcontract any service If
7
evaluation of suppliers and verify their competencies? yes, provide the list of the intended subcontractors and submit the last
audit/inspection done to the vendors.
Submit the audit plans for the subcontractor/ vendors
provide the processes to control the purchase of products and services
in a manner that ensures their conformity with its SQ management
Does the company give procedures for the processes for the control of the
8 system.
products/material purchased and services subcontracted?
It should include the purchasing processes involving contractors, how
to identify hazards and how to assess and control risks.
provide the processes, including reporting, investigating and taking
action to determine and manage SQ incidents and nonconformities.
Does the company give methods, procedures for selection to deal with it may include the actions when a nonconformity occurs, l:
9 non-conformities derived from the service /product products, services a) react in a timely manner to the incident or nonconformity and, as
material non-conformed? applicable: 1) take action to control and correct the incident or
nonconformity;
2) deal with the consequences;
The organization shall determine and provide the resources needed to
ensure valid and reliable
results when monitoring or measuring is used to verify the conformity
of products and services to requirements.
The organization shall ensure that the resources provided:
10 Does the company have procedures/methods to identify the a) are suitable for the specific type of monitoring and measurement
products/services in order to establish the traceability of them? activities being undertaken; b) are maintained to ensure their
continuing fitness for their purpose.
The organization shall retain appropriate documented information as
evidence of fitness for purpose of
the monitoring and measurement resources.
The organization shall review and control changes for production or
service provision, to the extent necessary to ensure continuing
conformity with requirements.
11 Does the organization give a procedure for handling significant changes The organization shall retain documented information describing the
that may affect the product/service supplied to the client? results of the review. Provide the procedure how The changes are
treated, risks, evaluation of risk, communicate of the changes may
include the communication flow to the client
The organization shall conduct internal audits at planned intervals to
provide information on whether the quality management system:
a) conforms to:
12 Does the organization present a procedure and an audit program for the 1) the organization’s own requirements for its quality management
internal audits to quality management system? system; 2) the requirements of this International Standard;
b) is effectively implemented and maintained.
The organization shall has, planning requirements and reporting, which
shall take into consideration the
importance of the process concerned, changes affecting the
organization, and the results of previous audits
The organization shall determine the internal and external
communications relevant to the quality
management system, including:
13 Does the company present the company methods and procedures to a) on what it will communicate;
establish internal and external communications? b) when to communicate;
c) with whom to communicate;
d) how to communicate;
Provide methods, procedures to establish preventive maintenance,
inspections, measurements and testing of products or
equipment related to the service equipment/tools.
Provide the certifications programs, and list the equipment or tools
related to this project
− Provide the procedures of the maintenance processes perform to the
equipment intended for this project
Does the company provide methods, procedures to establish preventive
- Provide the list of the utensil/equipment/tools to be used in the
14 maintenance, inspections, measurements and testing of products or
project )t. The list must show the latest maintenance and/or
equipment/tools related to the service?
calibration/certification dates
Annex samples of check list applied for inspections, annex sample of
the maintenance or calibration performed and pictures of the
equipment. annex pics
Annex the current certifications of the equipment to be used and their
provide evidence of the maintenances plan and certification/calibration
plans
provide the processes, including reporting, investigating and taking
action to determine and manage SQ incidents and nonconformities.
Does the company the organization give procedures or techniques of it may include the actions when a nonconformity occurs, l:
16
investigation of quality incidents and the effectiveness of corrective and a) react in a timely manner to the incident or nonconformity and, as
preventive measures? applicable: 1) take action to control and correct the incident or
nonconformity; 2) deal with the consequences;
provide the procedure to keep records and documents it is available
Does the company give procedures for the control of records and and suitable for use, where and when it is needed;
17
documents, including those documents of external origin? b) it is adequately protected (e.g. from loss of confidentiality, improper
use, or loss of integrity
Does the company present procedures to analyze operational risks and present procedures to analyze operational risks and contingency plans
18
contingency plans for the product, service or project? for the product, service or project
HSE and TECHNICAL OFFER
Detailed documents to HSE and Technical teams must be provided only through ARIBA, for the teams to be able to evaluate your expertise
and experience on this specific scope.
COMMERCIAL OFFER
Commercial Offer must be provided only through ARIBA.
I INAL NOTE:
F
Proposals should be submitted on Wednesday, September 25th, 2025.
Tender Evaluation System
Estimated Schedule for the RFP process:
Activity Estimated Date
Delivery of RFP Package Thursday, September 04, 2025
Q&A Phase Till Friday, September 19th, 2025
Offers Delivery in Ariba Thursday, September 25th, 2025
Opening of Proposals Thursday, October 2nd, 2025
Evaluation of Proposal Thursday, October 9th, 2025
Award Thursday, October 16th, 2025
Note: these days are tentative and could change depending on Halliburton Priority
Criteria Weighting
Local Content 10%
Commercial Evaluation 25%
Technical Evaluation 65%
