INTRODUCTION... 3 HOW DO I GET STARTED?... 6 WHAT IS THE STOW-TT PROCESS? Phase 2: Assignment of Assessor / Audit Planning...

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2 TABLE OF CONTENTS INTRODUCTION... 3 What is STOW-TT?... 3 What is the reason for STOW-TT?... 3 What is the purpose of STOW-TT?... 4 What are some benefits of STOW-TT?... 4 Who are the main players in STOW-TT?... 5 HOW DO I GET STARTED?... 6 WHAT IS THE STOW-TT PROCESS?... 7 Phase 1: Self Assessment... 7 Phase 2: Assignment of Assessor / Audit Planning... 9 Phase 3: Execution THINGS TO NOTE MAKING THE PROCESS WORK The STOW-TT Implementation Board The STOW-TT Project Office Independent Assessors PREPARING FOR THE AUDIT SAFE TO WORK IN TRINIDAD AND TOBAGO (STOW-TT) CHARTER For more information on STOW-TT and to access the documents referenced, please visit the STOW website at

3 INTRODUCTION Are you presently providing heavy equipment services to the energy sector? Are you presently supplying industrial products to the energy companies? Are you presently providing industrial services to the energy companies? Are you presently providing construction services to the energy sector? Are you presently providing labour to the energy sector? Are you planning to offer any of the above services to the energy sector? If the answer to any of these questions is Yes, then STOW-TT certification is for you. WHAT IS STOW-TT? STOW-TT stands for Safe to Work in Trinidad & Tobago. STOW-TT certification means that contractors have implemented safety systems that make it safe for them to work in any of the STOW Charter energy companies in Trinidad & Tobago. The STOW-TT Minimum HSE Requirements is an HSE management system that was developed and approved under the authority of the STOW-TT Implementation Board. There are eleven elements headlined in the STOW-TT Minimum HSE Requirements. These elements are listed in the STOW-TT Contractor Guidance Manual. WHAT IS THE REASON FOR STOW-TT? STOW-TT was developed because contractors and service providers were concerned about the many different requirements that had to be fulfilled to meet conditions for tendering in different energy sector operating companies. The operating companies wanted to ensure that contractors operating in the energy sector had effective HSE management systems suitable to their industries. This led to the development of the STOW Minimum HSE Requirements which would be used as a baseline for meeting HSE requirements when tendering for jobs with any of the STOW Charter signatory companies. To help contractors and service providers implement their HSE Management systems, the STOW-TT Implementation Board developed a STOW-TT Contractor Guidance Manual HSE Pre-Qualification Requirements, which the service providers can reference. 3

4 WHAT IS THE PURPOSE OF STOW-TT? The purpose of the STOW-TT Minimum HSE Requirements is to communicate to all potential service providers, the minimum HSE requirements that must be met to be considered eligible to bid for work in the energy sector. With STOW-TT Certification, service providers will be able to pre-qualify the validity of their HSE Management systems with operating companies without having to submit full supporting documentation to each operating company each time they bid for work. In other words, it will no longer be necessary to submit all the company s safety documentation as part of the tender. Only the STOW-TT Certificate will be required. However, once a contract is awarded, if additional requirements are stipulated outside of the STOW-TT minimum requirements, the operating companies reserve the right to request additional information from contractors. WHAT ARE SOME BENEFITS OF STOW-TT? STOW-TT is a uniform HSE management standard across the energy sector. It helps to heighten safety awareness among small, medium and large contracting companies. By implementing a uniform standard, STOW-TT is a means by which all employees, regardless of the size and type of company with which they are employed, will be afforded a level of protection at work in terms of exposure to hazards and risks. How will it benefit your company to become STOW-TT Certified? Your company will benefit in the following ways: Reduced incidents and accidents Reduced costs associated with incidents and accidents Your company will have the opportunity to bid for jobs in the energy companies Reduced costs associated with the bidding process since the presentation of the STOW-TT certificate is all that is required to fulfil the safety requirements of bids Your company will also be in conformance to the Trinidad & Tobago Occupational Safety and Health Act. 4

5 WHO ARE THE MAIN PLAYERS IN STOW-TT? Safe To Work (STOW-TT) is a joint effort of the Energy Chamber of Trinidad & Tobago (ECTT), formerly the South Trinidad Chamber of Industry & Commerce; the Association of Upstream Operators of Trinidad & Tobago (AUOTT) and the Point Lisas Energy Association (PLEA). AUOTT represents the majority of operating companies that operate in the upstream sector of the energy industry in Trinidad and Tobago. PLEA represents the majority of operating companies that operate in the downstream sector of the energy industry in Trinidad and Tobago. The ECTT is a membership organization that represents the companies - operators and contractors - operating in the energy sector. 5

6 HOW DO I GET STARTED? Certification is granted according to the level of risk (low risk, high risk) associated with the activities of the company. Therefore, to get started you must first determine your level of risk. How do I determine my level of risk? A company s operations may be considered to be high risk if, in the normal course of operating, an incident is very likely or likely to happen which may have major consequences such as loss of life, limb, debilitating injuries, hospitalization for more than 3 weeks, irreparable or serious harm to the environment, damage to property and loss of operation resulting in more than three weeks down time. An oil well services company, a company that does maintenance and repair of vessels, tanks and heaters, a company that transports trailers and heavy equipment and a plant construction company are a few examples of companies with high risk operations. Low risk companies are those where the consequences of the company s activities are likely to result in first aid cases and medical visits, and there is minimal environmental exposure or property damage and minimal loss of operation. Delivery companies, companies that sell and service small parts and equipment and companies that provide office cleaning services would be considered low risk companies. A company whose operations are not likely to result in losses, and where the company does not bring a threat to the operating companies, may be considered a no risk company. If a company, by the nature of its work, is normally ranked low risk, but its services are also performed in a high risk environment i.e. on an operating plant or offshore facilities, then the company should seek High Risk certification. For example, a company that normally provides cleaning services for office buildings, and has recently been awarded or expects to bid for a contract to clean offices in an operating plant (in the control room) or an offshore facility, would fall into this category. 6

7 WHAT IS THE STOW-TT PROCESS? PHASE 1: SELF ASSESSMENT To start the STOW process, you should review the Contractor Guidance Manual to ensure that you meet the requirements of the eleven STOW Elements. You should also ensure that you have a minimum of three to six months of evidence of implementation of the requirements. Based on your review of the Contractor Guidance Manual, you should ask yourself if you are ready for Certification. If the answer to this question is No, then you can consider retaining an HSE consultant, either through the Energy Chamber s website or on your own, to assist your company to fill the gaps in your HSE management system. If the answer to this question is Yes, then you should proceed to perform a Gap Analysis of your HSE management system against the STOW-TT Minimum HSE Requirements. When your Gap analysis is completed, check to see if you have scored over 75% in each element. If the answer to this question is No, then you should correct the non-conformances identified in the Gap Analysis. If the answer to this question is Yes, then you should request an audit via the Energy Chamber s STOW Database. A contract and quotation for the STOW Application fee and the STOW Assessor fees will be ed to you. Once the documents are signed and the fees paid, an Assessor will be assigned. 7

8 FLOW DIAGRAM: SELF ASSESSMENT START Review Contractor Guidance Manual Download from STOW Website NO Am I ready for Certification? Seek consultant s assistance (See STOW Website) or retain private HSE Consultant YES Do a GAP Analysis of your HSE System Is score over 75% in each element? NO Correct items identified in the GAP Analysis YES Apply for an Audit and pay associated fees Proceed to 2 nd Phase: Assignment of Assessor END 8

9 PHASE 2: ASSIGNMENT OF ASSESSOR / AUDIT PLANNING In this phase of the certification process, you should first apply online via the STOW Database for an Audit to be conducted on your company. The Energy Chamber will appoint an Assessor, who will contact you to arrange a meeting. At this meeting you will discuss and agree to an audit schedule and discuss how the audit will be conducted. If you and the Assessor cannot reach an agreement on these issues, then you should contact the Energy Chamber for advice. If you do reach an agreement with the Assessor, the Assessor will then submit an Audit Plan to your company. The Audit Execution Phase begins at this stage. 9

10 FLOW DIAGRAM: ASSIGNMENT OF ASSESSOR / AUDIT PLANNING START Apply on the STOW Database for an Audit Energy Chamber sends contract and quotation to company Company signs documents and pays all applicable fees Energy Chamber appoints an Assessor to audit your company s HSE System Assessor will contact your company to arrange meeting and schedule dates of the audit YES Is agreement reached between company and Assessor? NO Contact Energy Chamber for decision Assessor will submit an Audit Plan END 10

11 PHASE 3: EXECUTION Assessment Method: The Assessment shall be conducted in two stages as follows: Stage 1 The stage 1 assessment shall be performed to: a) assess the client's management system documentation. The Client can choose whether or not the documentation is sent to the Independent Assessor or if the Independent Assessor has to review the documentation at the Client s site; b) collect necessary information regarding the scope of the management system, processes and location(s) of the client, and related statutory and regulatory aspects and compliance (e.g. environmental, legal aspects of the client's operation, associated risks, etc.); c) provide a focus for planning the stage 2 assessment by gaining a sufficient understanding of the client's management system and site operations in the context of possible significant aspects; d) evaluate if the internal audits and management review are being planned and performed, and that the level of implementation of the management system substantiates that the client is ready for the stage 2 assessment. Stage 2 The stage 2 assessment shall be conducted to evaluate the implementation, including effectiveness, of the client's HSE management system. The stage 2 assessment shall take place at the site(s) of the client and shall include at least the following: a) information and evidence about conformity to all STOW HSE requirements; b) evidence of performance monitoring, measuring, reporting and reviewing against key performance objectives and targets (consistent with the STOW HSE requirements); c) the client's management system and performance as regards legal compliance; d) operational control of the client's processes; e) internal auditing and management review; f) management responsibility for the client's policies; g) links between the normative requirements, policy, performance objectives and targets (consistent with the expectations of the STOW HSE requirements), any 11

12 applicable legal requirements, responsibilities, competence of personnel, operations, procedures, performance data and internal audit findings and conclusions; h) a physical condition tour of the client s facilities. If your company s HSE documentation does not meet the minimum STOW-TT HSE requirements, the Assessor will submit a report to the Energy Chamber recommending that your company not be awarded STOW certification. A copy of the report will also be sent to the STOW Technical Committee for technical review. The company must fill all the gaps identified in the Assessor s Documentation Report and re-apply for certification. If the re-application is done within three (3) months of the application date, the application fees will be waived and the same Assessor may be assigned. The company would however be required to pay Assessor s fees equivalent to the duration of the reassessment audit where required. After conducting the site visit, interviews and verification of the HSE documentation that was presented, the Assessor will then determine if your company meets the certification level (low risk, high risk). If the answer is No, the Assessor will submit a report to the Energy Chamber recommending that the company not be awarded STOW certification. A copy of this report will also be sent to the STOW Technical Committee for technical review. The company must fill all the gaps identified in the Assessor s Documentation Report and re-apply for certification. If the re-application is done within three (3) months, application fees will be waived and the same Assessor may be assigned. The company would however be required to pay Assessor s fees equivalent to the duration of the reassessment where required. If the Assessor determines that your company meets the level for certification, the Assessor will prepare a report and submit to the Energy Chamber, recommending your company for STOW certification. If the STOW Technical Committee is not satisfied with the report, it will be returned to the Assessor for review and corrective action. The Assessor must re-submit the revised report to the STOW Technical Committee. If the STOW Technical Committee is satisfied with the revised report, it will be forwarded to the STOW Implementation Board for final approval and decision. The STOW Implementation Board has the final say in the certification of companies. 12

13 FLOW DIAGRAM EXECUTION START Assessor requests and reviews HSE documents and completed Self- Assessment Form If reapplication is done within 3 months, fees will be waived; same assessor may be assigned Does company meet certification level? NO Assessor Assessor submits submits refusal report to to EC. Report is forwarded to for QA/QC QC Coordinator. review Company must fill Gaps identified in Documentation report and reapply for certification YES Assessor conducts site visit, interviews and verification of documentation presented If reapplication is done within 3 months, fees will be waived; same assessor may be assigned END Application meets the certification level? NO Assessor submits Assessor submits refusal refusal report report to to EC. EC. Report is is forwarded to for QA/QC QC Coordinator. review Company must fill Gaps identified in the Audit report and reapply for certification YES Assessor prepares report and submits to EC Report is forwarded for Report will be reviewed QA/QC review by the Quality Control Coordinator Does report satisfy QC requirements? NO Report sent will be back sent to back Assessor to Assessor for review for review and and correction action corrective action and reand resubmits to QC submitted Coordinator for QA/QC review YES Report will be forwarded to STOW Implementation Board for final approval and certification END 13

14 THINGS TO NOTE During the site visit, the Assessor will conduct a Physical Conditions tour of the company s facilities. This tour entails inspections of the work site(s) and verification of implementation by interviews with field personnel to determine their knowledge of the company s HSE management system. The company must score 70% and above to pass this tour. A failing score in this part of the audit will automatically disqualify the company from certification. The company must then re-apply after action is taken to correct the substandard conditions identified during the tour. If the re-application is done within three (3) months, application fees will be waived and the same Assessor may be assigned. The company would however be required to pay Assessor s fees equivalent to the duration of the re-assessment where required. The duration of an Audit is dependent on the number of services provided, the number of employees and the number of sites to be assessed and can range from a minimum of four (4) days to a maximum of eight (8) days. The costs associated with STOW certification include: 1) The Application Fee (TT$) Members Non-Members Low Risk 1, VAT 1, VAT High Risk 3, VAT 3, VAT 2) An Assessment Fee which will be determined by the number of services provided by a company, the number of employees and the number of sites to be assessed. 3) Certification fee of TT$1, plus VAT which is only paid if a company achieves certification. 14

15 Companies that apply for STOW-TT Certification must satisfy the following requirements to be certified: Compliance Level Minimum of 75% in each element Minimum of 70% in the Physical Conditions Tour Minimum of 85% in each element Minimum of 80% in the Physical Conditions Tour Validity of Certificate 1 year 1 year 2 years 2 years Companies are expected to demonstrate continuous improvement of their HSE management systems. Therefore, companies are expected to attain 85% in each element at each re-certification audit. Effective October 15th 2015, companies will only be awarded two years certification once one full cycle of audits of their entire HSE Management System has been conducted. Audit Appeal Process The STOW certification audit is designed to allow for open communication with ample opportunity to raise concerns with the assigned Assessor. However, if an auditee wants to lodge a complaint about any findings of the audit with The Energy Chamber, it should be done in writing via or letter to The Energy Chamber. The Assessor will explain the complaints handling and appeal process at the opening and closing meeting of the STOW certification audit. Process: 1. All complaints are tabled at the next meeting of the STOW Implementation Board, after receiving the complaint. 2. A sub-committee of the STOW Implementation Board is constituted comprising at least three members of the Board. 3. Separate meetings will be held with the complainant and with the assigned Assessor and minutes of the meetings will be recorded. 4. The complainant may be asked to submit evidence such as HSE documentation or records to support their claim. 5. If HSE documents are submitted, they will be reviewed by The Energy Chamber's HSE Administrator who will make a professional judgment on the documents as 15

16 they relate to the audit. During the review, the HSE Administrator will contact the complainant and / or assigned Assessor if clarification is needed from either party to make a judgment. The HSE Administrator will inform the STOW Implementation Board of her findings. If a second opinion is required, the documents will be forwarded to the STOW Technical Committee for an opinion. 6. The sub-committee of the STOW Implementation Board will review the information received from both parties as well as the findings of the HSE Administrator/STOW Technical Committee. 7. The sub-committee will make a recommendation to the STOW Implementation Board either in favour of the complainant or the Assessor. 8. The STOW Board will then decide on the matter. If the decision is in favour of the complainant, the STOW Board will either: 1) Have the Assessor make the required changes to the audit report or 2) Have another Assessor evaluate the company's HSE management system. The STOW Board will meet with the Assessor again where there will be discussions geared towards professional development. 9. If the decision is in favour of the Assessor, the company will be informed of the Board's decision in writing. Making the Process Work THE STOW-TT IMPLEMENTATION BOARD The STOW-TT Implementation Board was established to allow the energy operating companies in both the upstream and downstream to: a) agree to the minimum HSE requirements they will use when procuring goods and services, and; b) communicate these to contractors, service companies and suppliers. The role of the STOW-TT Implementation Board is to govern the process by which the minimum HSE requirements are set, communicated, implemented and assessed. The STOW-TT Implementation Board comprises Senior HSE representatives of the upstream and downstream operating companies who would have signed the STOW Charter. 16 The Board makes the final decision regarding the award of STOW certification. The Board is responsible for overseeing the implementation of the STOW programme and for hearing and determining appeals from organisations or individuals concerning any aspect of the certification process or authorization of Independent Assessors.

17 THE STOW-TT PROJECT OFFICE The STOW-TT Project Office undertakes the day to day administration of the STOW-TT initiative under the directive of the STOW-TT Implementation Board. The role of the STOW-TT Project Office is to communicate the Board s decisions and directives to Independent Assessors, Contractors, other stakeholders and the general public. INDEPENDENT ASSESSORS The Independent Assessor is an HSE Professional who, after receiving the necessary STOW-TT audit training, is authorised to assess whether organizations conform to the STOW-TT Minimum HSE Requirements. Assessors work on behalf of the STOW-TT Implementation Board. The first level of Independent Assessor is called Independent Assessor. The second level of Independent Assessor is called Senior Independent Assessor. The Independent Assessor is only authorized to assess the conformance of low risk companies to the STOW-TT HSE requirements. The Senior Independent Assessor is authorized to assess the conformance of low risk and high risk contractors to the STOW-TT HSE requirements. In conducting the assessment, Assessors review the organization s HSE documentation, complete a site visit and assess whether the company has actually implemented the policies and procedures outlined in their HSE documentation and recommend to the STOW-TT Implementation Board whether or not the company should be certified. The Senior Independent Assessor is also authorised to act in a Supervisory role for the Independent Assessor. The Assessors are guided by a Code of Ethics & Professional Conduct. 17

18 PREPARING FOR THE AUDIT Remember to have the following documents ready for the Auditor: Your company s HSE Policy Statement Your Risk Assessment Documents Your Document Register (Legal, Risk, Incident) Your company s HSE Plan Your company s HSE Performance Plan Your company s Organisation Chart All company records for incidents, inspections, audits, etc All supporting documents that provide evidence that your HSE management system is in practice on a daily basis For the full list of HSE documents that the Assessor may need to review during the audit, you should visit the STOW-TT website. 18

19 SAFE TO WORK IN TRINIDAD & TOBAGO (STOW-TT) CHARTER SIGNATORIES The STOW Charter was signed by: Arcelor Mittal Point Lisas Limited Atlantic BG Trinidad & Tobago BHP Billiton Trinidad & Tobago bptt Centrica Energy Chevron Trinidad and Tobago Resources SRL EOG Resources Trinidad Limited Industrial Plant Services Limited Methanex Trinidad Limited Methanol Holdings (Trinidad) Limited National Energy Corporation of Trinidad & Tobago Nu-Iron Unlimited Trinidad & Tobago PCS Nitrogen Trinidad Limited Petrotrin Phoenix Park Gas Processors Limited Point Lisas Industrial Port Development Company Limited (PLIPDECO) Pt. Lisas Nitrogen Limited Power Generation Company of Trinidad & Tobago Limited Repsol E&P Trinidad & Tobago Limited Shell Trinidad Limited Trinidad Cement Limited Trinity Exploration and Production Limited Trinity Power Limited Yara Trinidad Limited 19

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