ANNEX 4. INFORMATION TECHNOLOGY SERVICES AND ACCOMMODATION FOR COMPANY 39Contractor shall manage the Work and deliver the Deliverables in accordance with the Administration Requirements set forth in this Appendix D and in compliance with all other parts of the Contract.In this Appendix D, the words and expressions established as definitions in Conditions of Contract and in other Appendices shall have the same meaning as assigned to them in such Articles and Appendices. The same shall apply for abbreviations.In addition, the definitions and abbreviations contained in this Appendix D shall have the following meaning assigned to them.Company Information means any information that the Contractor gets access to from Company or an appointee in connection with the performance of the Contract, including but not limited to personal data and Company data.HSE means Health- and Working Environment, Safety, Security, Human rights and EnvironmentIOGP means International Association of Oil and Gas ProducersUN GHS means United Nations Globally Harmonized System of Classification and Labelling of ChemicalsWorld Bank EHS guidelines means World Bank´s Environmental, Health and Safety guidelinesConcession means a written permission to use or release a product that does not conform to specified requirementsDeviation permits means permission to depart from the originally specified requirements of a product or service prior to realizationIntegrated Operations (IO) means a way of working based on the interaction between man, technology and organisation (MTO) focusing on effective collaboration and utilisation of data, competence and experience across functions and organisations independent of locationsKey Personnel means Contractor’s personnel identified as Key Personnel in the Contract.Nonconformity means non-fulfilment of a requirement. A requirement is a need or expectation that is stated, generally implied or obligatoryQuality Deviation means type of Nonconformity related to undesirable events or defects that require rework, repair, scrap and similar corrections with direct or indirect impact on cost and/or schedule.Quantity Measurement means the measurement derived from the provisions of Appendix BQuality Records means documents stating results achieved or providing evidence of activities performedQuantity Update means Contractor´s update of its quantity estimateAudit means systematic, independent and documented process for obtaining objective evidence and evaluating it objectively to determine the extent to which the Audit criteria are fulfilled.Verification means confirmation, through the provision of objective evidence that specified requirements have been fulfilled (i.e. review, examination, validation, inspection or test)Subcontractors and their contractors means all parties other than Contractor performing part of the Work and includes all levels in the subcontracting chainCBL Contract Baseline CBS Contract Baseline Schedule CFS Contract Forecast Schedule CDS Contract Detailed Schedule CDWS Contract Detail Work Element Schedules CMS Contract Master Schedule HOCNF Harmonised Offshore Chemical Notification Formulate MCCR Mechanical Completion Check Record MDR Master Document Register IFC Issued for Construction ITP Inspections and Test Plans LCI Life Cycle Information QCBS Quantity Control Breakdown Structure QM Quantity Measurement QMS Quantity Measurement System QCBS Quantity Control Breakdown Structure QU Quantity Update SDS Safety Data Sheets SCCS Standard Cost Coding System VO Variation Order VOR Variation Order Request WBS Work Breakdown StructureIn the implementation and administration of the Contract, Contractor shall use its own internal methods, systems, routines and procedures. However, Contractor shall adapt its methods, systems, routines and procedures to comply with Company’s requirements in this Contract.Contractor’s personnel shall meet all competence requirements necessary to perform the Work.Contractor shall seek for digital solutions where possible. Company shall at all time have access to Contractor's data produced under this Contract. The exchange of data between Company and Contractor shall seek to be as effective and digital as possible.When Contractor performs Work on Company’s vessels or Company’s Sites; Company’s methods, systems, routines and procedures shall be adhered to.Contractor shall establish and support a dedicated organisation including all necessary resources to supervise and execute the Work.Contractor shall establish clearly defined responsibilities and job descriptions for all personnel performing parts of the Work. All personnel shall be briefed to fully understand their functions, roles and responsibility.Contractor shall at any time be able to document that "up to date" files complete with organisation charts, job descriptions and resumes of all Key Personnel are maintained.Contractor’s organisation chart is included in Annex 3 – Contractor’s Organisation Chart hereto. Contractor shall update and maintain the organisation chart throughout the Contract duration.• Names and positions and areas of responsibility• Links to, and organisation chart of Subcontractors and their contractorsIf the Contract contains requirements for personnel with specific qualifications, Contractor shall describe how Contractor will ensure that such personnel are available.Contractor’s Key Personnel are defined in Annex 2 - Key Personnel hereto.Personnel responsible for managing Audit programme(s) and conducting management system Audits on behalf of Contractor shall be able to document their competence in accordance ISO 19011 "Guidelines for auditing management systems" (latest edition).Contractor is responsible for planning and implementation of all training and courses required by the Contract. Training activities may include Company specific courses relevant for the Work.Only Applicable if Contractor is on Company’s offshore installations. 3.3.1 Work permits/ safe job analysisFor all personnel dealing with work permits (WP) and safe job analysis (SJA) mandatory training in work permits and safe job analysis shall be completed and documented upon arrival at mobilisation place, where applicable.1. “Intro process oriented management” (approx. 30 min)The training programme is available on: http://www.samarbeidforsikkerhet.no (approx.1-2 hours).Contractor shall complete the e-learning programmes listed below before departure to Company’s installations, where applicable. Verification of e-learning programmes will be a part of the check in procedures at the heliports.2. Management System – introduction for all (approx. 30-40 min) The e-learning programmes are available inContractor shall establish, implement and maintain an Audit and Verification programme(s) to manage the risk of own and Subcontractors and their contractor’s activities for the Work in accordance with the principles and guidelines in ISO 19011 "Guidelines for auditing management systems" (latest addition).Contractor’s programme (s) for Audits and Verifications, shall be submitted to Company for review and comment. Design verifications and inspection- and test plans, if relevant for the Work, shall be included in the Audit and Verification plan.The complete overview of all Audit and Verification activities, including design verifications, shall be updated on a regular basis. This overview shall include actions from these activities in a searchable format. Activities and actions related to working environment or safety shall be marked separately.Company shall have the right to participate in the planning of, and participate as an observer in, any Audit or Verification activity related to the Work.Company shall be given minimum ten (10) days' notice prior to any Audit or Verification activity by Contractor.Company shall have the right to perform Audit and Verification activities towards Contractor and Subcontractors and their contractors throughout the duration of Contract.Audits and Verifications carried out by Company shall not relieve Contractor of its responsibility for the Work.Company shall give minimum ten days' notice to Contractor prior to any Audit and Verification activity.Contractor shall provide the facilities and assistance required for the execution of Audit and Verification by Company.Contractor shall advise action(s) and planned completion date(s) for any Audit or Verification findings within ten days of being identified by Company. Closing of findings shall be documented.Contractor, Subcontractor and their contractors shall bear their own costs related to Audits and Verifications carried out by Company.Contractor shall have implemented an integrated HSE management system (HSE-MS) based on international accepted standards.The HSE-MS shall be appropriate to the complexity of Contractors activities and in accordance with the main principles in ISO 9001, ISO 14001, ISO 45001, ISO 27001, UN Guiding Principles on Business and Human Rights, and the expectations in IOGP 510 OMS Framework, latest versions.Contractor shall execute the Work under its own HSE-MS. Contractor shall identify and control interfaces between Contractor´s and Company´s HSE-MS in addition to other interfacing parties including Subcontractors and their Contractors. All identified interfaces shall be controlled by the contract specific HSE programme.Conditions which may have effect on Contractor’s current HSE qualification status shall immediately be reported to Company. Such conditions are, but not limited to:• changes in Key Personnel or ownership of the enterprise/business,• the availability of resources which may affect execution of the WorkAny breach of security, safety and/or working regulations in this Contract, entitles Company the right to demand removal and replacement Contractor’s employee (including Subcontractors and their contractors).Any prohibition notices and demands for improvement imposed on Contractor by government authorities shall be reported to Company without undue delay. Should a complaint be filed under HSE legislation against Contractor while performing the Work, this shall be reported to Company without undue delay6.3 Company’s HSE Requirements 6.3.1 General Contractor’s senior management shall conduct regular visits to the relevant Sites.Contractor shall actively train and encourage personnel to intervene on unsafe behaviours and situations and report on deviations from procedures, plans and expectations. Note that personnel include Subcontractor and their contractors.High risk occupational groups and areas identified in the risk assessments shall be given special focus.Contractor shall develop a specific HSE plan for this Contract, and shall describe the following minimum requirements:• The Contract HSE objectives and how Company and Contractor’s HSE objectives shall be met, as well as activities and measures in order to manage and mitigate all HSE risks associated with the Work, including Subcontractors and their contractors• Mitigating measures as decided in the risk assessments to manage significant health and working environment (including human factors)-, safety-, external environment-, emergency response-, security- and human rights risks and impacts. Note: The Contract specific risk assessments and registers with mitigating measures shall be included in the contract specific HSE-plan.• A systematic approach to avoid incidents with falling objects. Best practices from DROPS (http://www.dropsonline.org) or similar may be used.• Actions and mitigating measures plan with responsibilities and deadlinesContractor shall have established an emergency organisation in compliance with requirements in this Contract and according to local requirements.Contractor is responsible to notify next of kin of Contractor´s employees and to ensure that notification is brought to next of kin of Subcontractor´s and their contractor´s employees.Contractor shall operate a 24-hour telephone number for reporting emergency situations. Contractor shall give Company information specifying Contractor's company name, address and a 24-hour telephone number.Contractor shall not notify or give any information to the media or other units or people without Company's prior consent.Contractor shall establish and maintain a system for the identification, assessment and mitigation of security risks. Contractor’s security management system shall be based on international standards, e.g. ISO, IOGP, and shall as a minimum cover:• Personnel security (i.e. identification, verification of personnel, travel security etc.)• Physical security (physical security measures, fences, detection surveillance etc.)• Information- and cyber security (safeguarding company information and systems)• Security incident response and reporting (reference is made to section 6.3.3 and 6.3.5)• other actions or omissions by Contractor’s personnel or Third Parties which are performed with intent to harm Company’s personnel, activities or reputation.The security management system shall consider people, process and technology.Contractor’s security measures which protect Company against intended harm at a normal threat level shall be supplemented by Contractor with appropriate additional security measures if the threat level or occurrences of security incidents of potential relevance to the Work indicate that the possibility of harm has increased.Contractor shall establish and maintain a system for handling Company Information which corresponds to Company’s sensitivity classification of such information. Upon Company’s request, Contractor shall establish additional measures to protect Company Information if Company deems it necessary.Contractors shall have a dedicated point of contact for security issues and shall require that its Subcontractors, insofar involved in the performance of the Contract, have the same.Platforms used for exchanging information between Company and Contractor shall have controls in place to prevent exposure of Company or Contractor information not relevant to the Work performed.Contractor shall ensure that any access granted to its personnel to Company Information is managed in accordance with Company’s instructions.Contractor shall ensure that it’s personnel have sufficient training and understanding of information security and cyber security threats.Contractor shall ensure that the identity of personnel involved in the performance of the Contract has been properly verified (by manual or automated control), and that such personnel’s qualifications have been confirmed.Contractor shall comply with the International Ship & Port Facility Security Code (ISPS Code) where required.Contractor shall comply with all requirements of the Contract for notification and reporting HSE incidents. Incident notification and reporting procedure including the clarification of reportable and recordable incident shall be prepared and agreed with Company as a basis for the HSE incident reporting. Interfaces and potential gap towards Company’s classification and categorisation of incidents shall be clarified and routines for ensuring compliance shall be established.Contractor shall notify and report actual and potential incidents related to health- and working environment, safety, security, human rights and the environment. In cases of doubt Company shall be contacted.• Serious HSE incidents shall be notified to Company without undelay (day and night) and followed up with a written report within reasonable time after the incident.• Potential serious HSE incidents shall be notified to Company as soon as possible (within working hours) and followed up with a written report as soon as reasonable possible.Incidents involving sensitive information should be treated with appropriate confidentiality and anonymise as necessary.The degree of seriousness shall be set based on the estimated potential consequence. The most serious individual consequence will determine the degree of seriousness of the HSE incident, and shall be decisive for Contractor's notification and reporting to Company and further follow-up.Contractor shall perform regularly trend analysis of reported HSE incidents. The analyses shall be submitted to Company upon request.Company will assess whether Contractor’s Subcontractors and their contractors shall be included in the HSE account and reporting to Company.Investigations of undesirable incidents at Contractor’s own facilities or in its own organisation:• Contractor has the responsibility for the investigation.• Company will assess whether to take part in the investigation of undesirable incidents.• Company to assess initiation of parallel investigationContractor shall give Company access to all parts of the investigation report and the related material. The investigation report and related material shall be in a format that is suitable for sharing with Company, i.e. protects privacy.Contractor and its Subcontractors and their contractor’ s personnel shall have access to a health service according to applicable regulations and as a minimum covering first aid treatment.Company has zero tolerance for use of alcohol and/or drugs during performance of Work. Any use of alcohol or drugs shall be strictly forbidden while carrying out Work in accordance to Contract.Pharmacological use of medical drugs shall only take place in accordance with written and signed instructions given by a medical practitioner. Personnel found to be under influence of alcohol and/or drugs shall be denied access to Site.Contractor shall work systematically to prevent and expose substance abuse by its own employees and the employees of Subcontractors and their contractors. Contractor shall have formal procedures for dealing with substance abuse by its own personnel, and ensure that Subcontractors and their contractors have corresponding procedures.Contractor shall establish and maintain a system for the monitoring and control of shift plans and working hours of all personnel according to the requirements in this Contract and according to local requirements.Upon Company's request Contractor shall be able to verify compliance with the regulations concerning working hours, leisure and necessary time off as compensation for overtime.Contractor shall have a system in place to manage HSE hazards and risks associated with the use of chemicals. The chemical management system should as a minimum include the following requirements:• document and report chemicals, including new chemicals or new usage, andUpon Company's request Contractor shall be able to verify and document its compliance with the regulations concerning use of chemicals.Contractor’s environmental management system shall be in accordance with ISO 14001 (latest version).• chemical hazard documentation to a minimum according to the UN GHS standard (latest revision),• ecotoxicology information equivalent to the World Bank EHS guidelines• ecotoxicological hazard documentation for chemicals discharged to the marine environment according to the OSPAR Harmonised Offshore Chemical Notification Format (HOCNF) or similar internationally recognized system.Transportation, storage and use of radioactive sources shall comply with all relevant national rules and regulations. Contractor shall also be responsible for obtaining the necessary permissions for transportation, storage and use of radioactive sources.Contractor shall provide correct PPE and ensure that all its personnel performing the Work are equipped with and make use of correct PPE during the Work. PPE shall be maintained in good condition or replaced by Contractor.Required PPE shall as a minimum consist of helmet, safety glasses, protective shoes, gloves, coveralls, hearing protection and/or breathing masks, where deemed necessary.Contractor shall establish an employee safety representative scheme in accordance with local authority requirements, this Contract and Contractor´s own requirements. Contractor shall establish a plan describing how Contractor shall fulfil these requirements.Contractor shall identify environmental aspects that may cause environmental impact(s) and identify and implement mitigating measures. Energy consumption shall be identified as an environmental aspect.Contractor shall execute the Work under Company´s HSE-MS when performing Work at Company’s Site.Contractor shall ensure that Subcontractors and their contractors comply with Company’s policies and requirements.If a serious security incident or an emergency should arise Company will notify Contractor’ s contact point who shall be available 24-hours. Contractor is responsible to notify next of kin of Contractor´s employees and ensure that notification is brought to next of kin of Subcontractor´s and their contractor´s employees.In the case of an emergency Contractor’s personnel will normally be demobilized by Company at the same location as they have been mobilized from.Work performed at Company’s Site shall be executed during Company's working hours or as agreed by Company.Contractor shall ensure that all personnel who are involved in the performance of the Work at Company’s Site are in possession of valid work permits and are always able to present valid identification.Contractor shall at Company’s Site comply with Company’s HSE requirements and system for notification and reporting of HSE incidents.Company is responsible for the investigation. When required by Company, Contractor shall participate or lead the investigation.When chemicals are brought to Company's Site by Contractor, whether for own purpose or on behalf of Company, Contractor shall be responsible for initiating the imposed work processes given in Company's chemical management dependent on final destination. Contractor shall ensure that use of a chemical at any location is under license/permit from the public authorities. Contractor shall carry out assessments of risk, and/or substitution.Company may reject chemicals which do not meet Company's or public authorities’ requirements for documentation, or where the handling and use entails unacceptable risks. Company can evaluate the risk of individual substances to be more severe than those provided by the authority lists.For personnel on shift work, Contractor shall forward shift plans and working hour arrangements to Company for approval no later than two weeks prior to commencement of the Work. Contractor has a duty to make sure that statutory working hours and overtime requirements are adhered to. Breach of the above requirements shall be reported to Company immediately.The Human Rights Expectations of Suppliers included in Annex 1 in Appendix D reflect Company’s expectations of Contractor. See also Conditions of Contract, Annex 1 Specific Compliance Requirements.Contractor shall establish, implement and maintain a quality management system in accordance with ISO 9001 (latest edition) or equivalent standard. The quality management system shall cover all activities in connection with the Work.Contractor shall ensure that all relevant Contract requirements are understood and implemented in its organisation as well as by Subcontractors and their contractors.Critical components, equipment, operations and processes shall be identified using a risk– based approach and subject to systematic Audits and Verification in accordance with their criticality.On Company’s request, Contractor shall give access to Contractor's quality management system and Quality Records.A set of quality performance indicators for the Work shall be proposed and implemented in agreement with Company.Contractor shall involve Company in planning and execution of quality assurance activities for the Work to ensure a risk based and value adding Company engagement in quality assuranceContractor shall establish, implement and maintain a quality plan for the Work in accordance with the principles and guidelines in ISO 10005 "Guidelines for quality plans" (latest edition).A complete quality plan shall be submitted to Company.Contractor shall establish and maintain Inspection and Test Plan(s) (ITP) for the Work at time of purchase of Materials and/or commencement of fabrication in accordance with the principles and guidelines in ISO 10005 "Guidelines for quality plans" (latest edition).ITP(s) shall cover inspection and test activities to be performed by Contractor and their Subcontractors at each Site.Requirements and procedures for the inspection and test activities shall be referenced in the ITP(s).HSE shall be included as a topic in procedures for fabrication and test, and in preproduction meetings.Contractor shall establish a process for involvement of Company in Contractor’s ITP activities. Company retains the right to participate in Contractors ITP activities as observer.In this context the ITP shall identify the following points:• “Witness Point” means that Company shall be invited to witness the activity.• “Hold Point” means that Contractor shall not commence the activity without Company or nominated personnel being present, or receipt of confirmation that the hold point is waived by Company.• “Monitoring Points” means that Company is being informed prior to ITP activities, but formal notification according to the Contract is not required.Contractor shall notify Company of upcoming Witness- and Hold Points at least five days in advance.The equivalent definitions shall be used for Contractor’s own participation in ITP activities If Contractor wish to waive own participation at Hold and Witness Points in Contractors ITP it shall be subject to formal acceptance by Company through through the Company’s tool for Deviation Permits.Company shall have the right to include Company Witness- and Hold Points in ITP(s).Pre-production meetings and final inspections shall be pre-defined as Witness Points in the ITP. Any activities on a Site where Company is represented by a site representative shall be pre-defined as Monitoring points.Contractor shall submit the ITP to Company for comments as part of the Audit and Verification plan, and implement Company’s Hold, Witness and Monitoring points latest fifteen (15) days before the first pre-production meeting. If Contractor changes itsSubcontractors or if Quality Deviations or delay occurs, Company reserves the right to intervene without additional cost and/or schedule impact.Contractor shall establish, implement and maintain a system to systematically track, control and trend Quality Deviations, in Contractor and Subcontractor products and processes throughout the Work.Information on Quality Deviations shall be made available for registration in Company system(s).Contractor shall without undue delay take actions at own cost to eliminate any detected Quality Deviation and remove the cause(s) in order to prevent reoccurrence.If deemed necessary by Company a root cause analysis (RCA) shall be initiated by Contractor. Company retains the right to participate in the planning and execution of the RCA. As part of the RCA, Contractor shall make personnel, equipment, documentation and recorded data available.Contractor shall seek a Deviation Permit or Concession from Company if a departure from a requirement is considered necessary. Such request shall be issued to Company and followed up in Company’s tool for Deviation Permits.Contractor shall identify, analyse and maintain Quality Records to document traceability and to provide evidence of verification/validation, correction, corrective action and preventive action. Quality Records shall be made available to Company upon request via PIMS correspondence.Contractor shall identify and propose activities which could be substituted by using Remote Virtual Inspections, including follow up of subcontractors' scope. Such activities shall include verifications and inspections within Inspection and Test Plans.All proposals for Remote Virtual Inspection, are subject to Company’s approval.Relevant equipment shall provide real-time streaming of data with visual and audio, ensuring recordings of acceptable quality to enable completion of the verification or inspection.Contractor shall establish, implement and maintain a risk management system in accordance with the principles and guidelines provided in ISO 31000 "Risk Management Guidance Standard" (latest edition) or equal.Contractors Risk management system for the Work shall be submitted to Company.Contractor shall establish, implement and operate a project control system, covering the entire Work. Uniform systems and structures shall apply to all subcontracted parts of the Work.The project control system shall be structured according to the Work Breakdown Structure (WBS) defined in Appendix B, which Contractor shall use to ensure consistent control, coordination and reporting of activities and costs.The project control system shall cover the following:Contractor's time management system shall be able to report on phase, discipline, area and system level for all Contractor’s Scope of Work.All planning information shall at all times be consistent through all levels with sufficient float. Contractor shall have one planning system covering all disciplines/activities, based on Company’s commissioning plan and priorities. The system shall have a uniform work order level and all work orders shall be linked to mechanical completion and commissioning package number.Company's planning code structure shall be allowed for in Contractor's time management system.The time management system shall be in accordance with the planning hierarchy shown in the table below.On the basis of the CDS, a monthly rescheduling based on actual progress and current scope shall be made to give a Contract forecast schedule (CFS). Each CFS update shall reflect the actual performed work and scheduling of the remaining work.Company shall at any time have full access to and right to obtain a complete copy of Contractor’s detailed plans and schedules in the original electronic format or in an export format specified by Company.CONTRACT PLANNING HIERARCHY Company schedules Level I and Level II Level III Contract Master Schedule (CMS) / Contract Baseline Schedule (CBS) is a schedule produced by direct aggregation of Level IV CDS activities. The CMS/CBS shall be aggregated from all area-based building blocks, discipline and/or system completion activities in the Scope of Work. The CMS/CBS shall be reviewed and clarified by Company. The CMS shall be frozen through the Contract period. The CBS(n) shall be frozen as reporting basis for each Contract Baseline period. Contractor’ s ResponsibilityCONTRACT PLANNING HIERARCHY Level IV Contract Detailed Schedule (CDS) is a logically linked network of detailed, resource loaded activities covering all phases and allowing for schedule analysis and forecasts. CDS shall demonstrate the logic sequence of Contractors work including Company’s Deliverables. The CDS shall be coded in such a way that achieved man-hours and progress can be aggregated and automatically loaded into the CBS for reporting purposes. Level V Contract Detailed Work Element Schedules (CDWES) is: For engineering and procurement, the CDWES will typically be registers of deliverables in a database format, such as a document registers, Engineering work packs (EWP) and procurement milestone schedule. For construction activities, commissioning preparation and commissioning the CDWES will typically identify the task sheets or job cards systems which are used to define each job to the workforce performing each part of the Work, and these shall be linked to one CDS activity LEVEL IV. Contractor shall export work order level V information with Company Fusion and ProCoSys systems as a premise for coordination of construction and commission schedules. Contractor shall follow Company procedures/site instructions when scoping loop testing in ProCoSys. Contractor shall ensure that the work order MC dates match with the RFC dates set in ProCoSys and that mismatches are mitigated by adjustment of either MC or RFC schedules.