Cleaning Operations Manager Agreement

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Cleaning Operations Manager Agreement Powered By Docstoc
					SQAS CLEANING
   Guidelines




    May 2007
                                      Content
    I    General Information
  0.1.   Assessment Information
0.1.1.   Assessed Company
0.1.2.   Assessor
0.1.3.   Assessment

  0.2.   Assessed Company Profile
0.2.1.   Key Contacts
0.2.2.   Quality Assurance and Environmental Management System Certification
0.2.3.   Facilities
0.2.4.   Personnel
0.2.5.   Site Factors
0.2.6.   Business Overview


   II    Questionnaire

   C     Part-I : CORE QUESTIONNAIRE

    1.   Management
  1.1.   Management Responsibility
1.1.1.   Company Policies
1.1.2.   Roles & Responsibilities
  1.2.   Personnel
1.2.1.   Recruitment
1.2.2.   Training
  1.3.   SHEQ&Sec Performance Analysis
1.3.1.   Non-conformances Reporting, Investigation, Analysis and Corrective Action
1.3.2.   SHEQ&Sec Objectives and Trend Analysis
  1.4.   Management Review
1.4.1.   Management Meetings
1.4.2.   Internal Audit
  1.5.   Insurance

    2.   Safety, Health and Environment
  2.1.   Risk Assessment and Risk Management
2.1.1.   Risk Management System
  2.2.   Safety
2.2.1.   Personal Protective Equipment (PPE)
2.2.2.   Emergency Preparedness and Response
  2.3.   Health
2.3.1.   Occupational Health
  2.4.   Environment
2.4.1.   Waste Management

    3.   Security
3.1.1.   Security Standards and Procedures
3.1.2.   Site Security
3.1.3.   Security Training


 CL      Part-II : SPECIFIC QUESTIONNAIRE
                  Tank Cleaning

    4.   Supply Chain Management and Subcontracting
  4.1.   Supply Chain
4.1.1.   Supply Chain Management
4.1.2.   Supply Chain Integrity
  4.2.   Subcontracting Services
4.2.1.   Subcontracting Cleaning Services (performed on the site)

    5.   Equipment
  5.1.   Equipment Specification
5.1.1.   Design and Specification
  5.2.   Maintenance
5.2.1.   Preventive Maintenance
5.2.2.   Inspections
5.2.3.   Identification and Calibration of Measuring Equipment
  5.3.   Electrical Installations
  5.4.   Fallback Plans

   6.    Behaviour Based Safety (BBS)
 6.1.    BBS for Cleaning Stations
 6.2.    BBS Training
 6.3.    BBS Results, Analysis and Monitoring

   7.    Security in Cleaning Stations
 7.1.    Security Plan

    8.   Site Operating Procedures and Customer Interface
  8.1.   Site Operating Procedures
8.1.1.   Operating instructions
8.1.2.   Personnel recruitment and Training
8.1.3.   Waste Management
8.1.4.   Water Discharges
8.1.5.   Air emissions
  8.2.   Customer Interface
8.2.1.   Site safety instructions to drivers
8.2.2.   Responsibilities of drivers and cleaning staff
8.2.3.   Customer meetings

    9.   Order Process and Operations
  9.1.   Planning and Operations
9.1.1.   Planning and Communication
  9.2.   Operations
9.2.1.   Operating Instructions
9.2.2.   Cleaning Document
  9.3.   Administration
9.3.1.   Office procedure
9.3.2.   Records
  9.4.   Handling of packaged goods (cleaning agents, purification products)

 10.     Other Services / Activities
10.1.    Tank heating of loaded tanks/vehicles
10.2.    Tank repair workshop
10.3.    Terminal for container/vehicle storage & handling

 11.     Site Inspection
11.1.    Building, Grounds and Fixed Equipment
11.2.    Tank Cleaning and Decontamination
11.3.    Fixed Storage Tanks
11.4.    Waste Container Storage Area
         ___________________________________

  12.    General Comments
           II Detailed Guidance Notes for the Questionnaire
           General remark : Please note that when assessing a question where there is no specific differentiation between the safety, environmental and
           quality aspects, the question is only scored once under the Q-column. However, the Q-column does not only refer to "quality" procedures but
           shall capture more broadly all "overall management issues", like general management systems, performance and service elements, and also

           Note on colours :
Blue       Reflects changes versus the previous SQAS Cleaning questionnaire.
Green      Reflects paragraphs taken over from the SQAS Transport Service questionnaire. Modifications are in blue.


                   Part-I : CORE QUESTIONNAIRE
1.         Management
1.1.       Management Responsibility
1.1.1.     Company Policies
1.1.1.1.   The policy statement(s) must be clear and unambiguous concerning management‟s commitment to the safety of all operations, the health of the
           employees, the protection of the environment as well as the quality of the operations and services, meeting the customer's requirements at all
           times (including security). There should be evidence that the policy is reviewed and kept up to date.

1.1.1.2a   BBS (or an equivalent programme) aims to increase safety during transport and related loading/unloading activities by positively influencing
           the behaviour of operators/drivers through observation, coaching and communication. It is envisaged that BBS programs are an integrated part
           of the company SHE policy. Verify if specific reference is made in the policy to Behaviour Based Program (as described in the Cefic/ECTA
           BBS guidelines, brochures or equivalent documents).
           Cefic website links : http://www.cefic.org/files/Publications/55908_Guidelines21102003.pdf and
           http://www.cefic.org/Files/Publications/behaviour_based_safety.pdf
1.1.1.2b   Verify if it is explicitly stated in the policy that the use/or being under the influence of any drug or alcohol is prohibited during working hours.
1.1.1.2c   Protecting people, safeguarding the integrity of high value and hazardous products against loss by intentional destruction or theft, and
           proprietary information given into the custody of a logistic service provider is essential. Verify whether the importance of these objectives are
           specifically mentioned in the policy. Cefic website link : http://www.cefic.org/files/Publications/56496CEFICbrGUIDELINES.pdf


1.1.2.     Roles & Responsibilities
1.1.2.1.   To achieve a positive score, there will be an organisation chart for the site showing individuals' job titles and to whom they are responsible.
           These titles should be generally descriptive of the work carried out. The company should have formally designated a Safety & Health Manager,
           an Environmental Manager, a Security Manager and a Quality Manager. Where this particular question is categorised as “I” bear in mind that
           in some countries a Safety Manager is a legal obligation. In a larger company these may be full-time jobs but it is recognised that in smaller
           companies‚ these roles may be part of another job. The posts need not have this particular title. These individuals are custodians of the
           SHEQ&Sec management systems within the Company and are responsible for the efficient operation and maintenance of these systems.
1.1.2.2.   Look for documentary evidence. If a person is formally designated, this responsibility should be clearly described in a job description. If an
           external source is used, there should be clear evidence of a contract, exchange of letters or some other form of written understanding specifying
           the service to be provided, when and to whom within the Company.
1.1.2.3.   All companies that are engaged in the loading, transport or unloading of dangerous goods are required to appoint a certified Dangerous Goods
           Safety Adviser (DGSA). Companies may appoint an individual within their own organisation or they may use the services of an external
           consultant. Check that the Company has formally appointed an individual as Dangerous Goods Safety Adviser by written notification. Check
           the validity of the Dangerous Goods Safety Advisers‟ certificate. This item can exceptionally be "Not Applicable", for example in certain
1.1.2.4.   Check that the Dangerous Goods Safety Adviser has produced a report summarising the Company‟s activities concerning the transport of
           dangerous goods for the previous calendar year that is in compliance with the legal requirements. Check that the report explicitly includes


1.2.       Personnel
1.2.1.     Recruitment
1.2.1.1.   There should be a written recruitment procedure. Give a score for each item (a - c) mentioned when it is clearly specified in the procedure.
1.2.1.1a   Verify a random sample from records.
1.2.1.1b   Verify that the requirements of the job are consistent with the person's background, education and knowledge of appropriate languages. For
           drivers, verify driving test. When appropriate, also verify that security background and certificate of conduct are checked.
1.2.1.1c   Check whether temporary staff are employed regularly or occasionally. In either case, the recruitment policy should require the same criteria to
           be applied for temporary staff/drivers.
1.2.1.2.   Check for evidence. Keep in mind that the legal requirements might be different by country.
1.2.1.3.   The disciplinary procedure should be a written one and communicated to all employees. Verify by asking a sample of employees the content of
           this policy. Verify the records.


1.2.2.     Training
1.2.2.1.   Induction training at the commencement of employment orientates the individual to the core values, policies and procedures within the
           organisation. Induction training can be expected to cover at least the following: SHE, Quality and Security Policies, Promotion and
           Management Systems, Quality Manual, Plans and Standards, Customer Relationship and Emergency Response. Induction training can be formal
           or informal, but in either case there must be records available indicating who was trained, when, by whom and on what subjects.
1.2.2.2.   All managers, supervisors and operational personnel are expected to have formal training in subjects related to their job and beyond. It is
           expected that the training requirements are reviewed on at least an annual basis and actions taken to satisfy training needs.
1.2.2.3.   Check at random a sample of training records to confirm that the subjects mentioned under a - h are covered.
1.2.2.3a   The training programme should cover responsibilities, notification processes, classification, and root cause analysis.


1.2.2.3d   The training programme should cover the company PPE policy, and use and replacement of equipment.
1.2.2.3e   The training programme covering emergency procedures should include practical as well as administrative aspects.
1.2.2.3f   The training should include sampling, loading and offloading procedures and the actions required by operational staff and drivers in the event of
           a spillage.
1.2.2.3g   Training covering BBS should be in alignment with principles as described in Cefic/ECTA BBS guidelines or equivalent.
1.2.2.3h   When the site is involved in international business, requiring customs documentation and handling, involved personnel needs to understand the
           customer instructions and the customs requirements.
1.2.2.4.   Verify that the first aid training programme is documented and implemented (including refresher training). Check for participants and
1.2.2.5.   Check that records are complete and up-to-date.
1.2.2.6.   Need for refresher training should be defined. Look for documented evidence that refresher training is repeated as per defined frequency.


1.3.       SHEQ&Sec Performance Analysis
1.3.1.     Non-conformances Reporting, Investigation, Analysis and Corrective Action
           Data should be available at every phase of the business from identifying new business through to customer reaction and feedback. The
           collection and analysis of data can indicate means of improving the service or conversely, can detect the onset of a reduction in the quality of
           service before it becomes a major issue. To verify the satisfactory operation of the reporting system, several sources of information should be
           checked such as reports to insurance companies, customer complaints and fines, feedback from internal observations (e.g. drivers).
1.3.1.1.   This question (items a -f) only scores if there is a documented system in place for recording and investigation, clarifying what is a non-
           conformance, who must report, how and to whom, who must investigate and the process of follow-up and close out of corrective actions.




1.3.1.1f   (e.g. observed overdue implementation of new regulatory requirements)
1.3.1.2.   Look for documentary evidence that appropriate immediate actions are taken following the issue of a non-conformance report.
1.3.1.3.   For all non-conformances, a detailed written report should be prepared for the responsible management without undue delay and in alignment
           with the internal procedure. The investigations into non-conformances should identify the immediate causes and the root causes. Where
           appropriate and depending of the nature of the non-conformance, recognised techniques should be used to identify the root causes e.g. cause tree
           analysis. Check a few reports from the file of completed non-conformances.

1.3.1.3b   A root cause is something which has no preceding cause. It is the last "why" when analyzing why something happened.
1.3.1.3c   The recommendations should address the root causes on the accident/incident.
1.3.1.4.   Check from records that the customer concerned is properly informed, when his product is involved, and that this is done on a routine basis. If
           it is only done occasionally this particular question deserves a no score.


1.3.2.     SHEQ&Sec Objectives and Trend Analysis
1.3.2.1.   An effective system should be in place for the recording and analysis of data, which allows identifying trends in the number of SHEQ&Sec non-
           conformances. Check evidence that such a system exists. Ask to see a summary of the trend analysis for the last year(s). If a company has
           already been assessed, data should be available for the last three years, which should document continuous improvement on the issue. If not, this
           question must be scored with "0".
1.3.2.2.   Verify whether SHEQ&Sec objectives are defined and if these objectives are monitored as per defined frequency (e.g. quarterly, annually) with
           actual performance data.
1.3.2.3.   Look for documentary evidence that annual targets have been set and that measurements of the performance improvement against targets are
           being made. Also check if there is an action plan to support and achieve the targeted improvement.


1.4.       Management Review
1.4.1.     Management Meetings
1.4.1.1.   Check for evidence that a formal management review of the SHEQ&Sec management systems is held, at least annually, to evaluate the overall
           effectiveness of these systems. In large companies, these meetings may be reasonably formal with well-defined agendas, while with smaller
           companies it may be less formal. Whatever the process, there must be minutes of these meetings.
1.4.1.2.   It should be evidenced that interim meetings are held by responsible management to monitor the SHEQ&Sec matters regularly versus objectives
           and set targets. Verify if this is done. Take into account that in large companies this review may be part of a formal SHEQ&Sec committee
           which meets regularly, while in smaller companies this may be less formal but no less effective.
1.4.1.3.   There should be a process in place between the management and employees on SHEQ&Sec to share learning and to raise any issues of concern.
           Ways to achieve this may be through toolbox talks or one to one discussions. Ask for objective documented evidence that feedback is shared
           and input from employees is encouraged.


1.4.2.     Internal Audit
1.4.2.1.   For an effective control of the Management Systems it is necessary to audit each stage of the management system. Such audit(s) should be
           thorough and comprehensive. The assessor should look for a written audit plan indicating a detailed system. A document detailing what will be
           audited, the frequency and who will do it must be available. Look specifically if the areas (chapters) as referred to in SQAS are sufficiently
           covered. At least 80% of the chapters must have been subject to an internal audit before a positive score can be given.
1.4.2.2.   Ask to see minutes, memos, and reports documenting that the action plans are developed, followed-up and proper corrective action taken.


1.5.       Insurance
1.5.1.     Check the company's insurance policies to confirm adequate insurance, meeting legal and customer requirements, to cover the loss, damage and
           consequential damage of the customer's product. Check the period validity.
1.5.2.     Check the company's insurance policies to confirm adequate insurance, meeting legal and customer requirements, to cover the following
           elements of third party liability. Check the period validity.
1.5.2a     Third party claims on the basis of legal liability provisions with respect to any bodily injury and property damage.
1.5.2b     Third party claims on the basis of specific legal liability provisions related to registered motor-vehicles, trailers and swap-bodies belonging to
           the company.
1.5.2c     Look for proof that the scope of coverage considers consequential damage from spills as well as sudden and accidental environmental pollution
           due to negligent acts or omissions of the Logistics Service Provider.
1.5.2d     Verify by checking the scope of coverage that a contingent motor vehicle third party liability insurance (or equivalent) serves as umbrella when
           insurances of the other companies engaged by the assessed company fail. This cover must be consistent with the scope of the other companies'
           coverage.



2.         Safety, Health and Environment
2.1.       Risk Assessment and Risk Management
2.1.1.     Risk Management System
           Please note that Risk Management related to Security is covered more explicitly in section 3 and Risk Management related to Transport
           Security is also covered in section 7.
           A documented system should be in place to identify all risks associated with the companies operations, the risk assessment should meet the
           requirements of statutory legislation as well as operational risks that are not covered by applicable legislation. The assessment to identify and
           reduce risks should be supported by implementation of an action plan, this will make the potential risks identified, measurable over a period of
           time in the operations. The system should take into account all risks of possible accidents, incidents or releases to the environment, which may
           cause human and/or environmental exposure. The risk assessment and management system should examine the following questions:
           - what are the hazards?

           - what can go wrong?

           - what is the probability that something will go wrong?

           - what is the potential impact on people, property and the environment?

           - what measures should/can be taken to reduce the identified risks as much as possible?

           Risk management should be regarded as a continuous process. The process should be repeated at regular intervals, based on practical
           experience and incident evaluation. High risk activities should receive more frequent reviews. A risk assessment should also be carried out each
           time there is a significant change in the operational activities (e.g. handling of new products, use of new equipment, changes in operating
           procedures). New projects should be evaluated at an early stage. The risk assessments for new projects should be carried out in close co-
2.1.1.1.   To score a „yes‟, a documented system should be in place (see main comment above) to assess and manage the risks of both existing and new
           operations. Check if the process of risk assessment is repeated at regular intervals (at least annually) for existing operations and takes into
           account practical experience obtained during the operations and from incident evaluations. Check if a risk assessment has been carried out each
           time there has been a significant change in the operational activities and for every new project. Check the risk assessment report of two recent
           new activities or projects.
2.1.1.1a   The auditor should identify any new products recently carried, at the same time any new routes that products are transported over. These
           activities should be verified by a risk assessment.
2.1.1.1b   From conversation with auditees identify any work practice changes, check whether this warrants a risk assessment to mitigate the operating
           risk, has a risk assessment been conducted ?
2.1.1.2.   The auditor should ask to see the DGSA report (may be separate from main DGSA Annual report) that assesses the safety and environmental
           impact of new products before carriage.
2.1.1.3.   The review of all chemicals should be documented and may involve the suppliers/manufacturers.
2.1.1.4.   It should be checked whether the company has taken appropriate measures to mitigate the risks identified in the risk assessment as much as
           possible, e.g. by:
           - adequate operating procedures;
           - selection of appropriate equipment;
           - route selection;
           - appropriate training;
           - emergency response arrangements.


2.2.       Safety
2.2.1.     Personal Protective Equipment (PPE)
           Please note that this section deals with PPE used by "OWN Personnel" only. The controls over PPE of contract-personnel are covered in the
           section on subcontracting.
2.2.1.1.   A very clear and comprehensive document is expected to be available, defining in detail what PPE has to be used under what circumstances
           taking into account the instructions from the customers. Scrutinise in detail! In addition each operating procedure or instruction should specify
           what PPE including any training should be used for each specific operation.
2.2.1.2.   The checking of equipment should be documented, with indication of the inspection date, name of the inspector and comments. The auditor
           should ask to see an issue register for PPE to employees, this can then verify re-issue of defective PPE equipment. The register should also
           show the frequency of checks on PPE to verify condition.
2.2.1.3.   For some particularly hazardous substances specialised equipment, for example suitable respiratory protective devices, antidotes or
           decontaminants are required. Check whether an analysis has been made on the products the company is handling and the need for specialised
           equipment has been determined. Check that instructions for use have been made available to individuals using the equipment and any relevant


2.2.2.     Emergency Preparedness and Response
           This section evaluates the ERS capabilities of the company itself (including those it has specifically subcontracted) and is independent of the
           measures and facilities that are coordinated by the national authority. To score positive, the Response Plan and the ERS capabilities of the
           organization must meet ICE-level-3 requirements for both onsite and offsite incidents. Level 3 assistance means active assistance by competent
           personnel and/or equipment at the scene of the incident. This section applies to own operations only. The controls over subcontractor activities
           are covered in subcontracting. The assessor shall provide adequate comments when "off-site" is not applicable, and score "0" (supported with
           adequate comments) when specific items are not fulfilled in one of the systems, for example when they are part of the authority's scheme and
2.2.2.1.   The written emergency plan should cover all the items listed and should be regularly updated. Check if all the described arrangements are in
           place. Verify if individuals understand their specific responsibilities in case of an emergency. The emergency plan should cover both on-site
           and off-site emergencies (if there are off-site activities). The emergency response plan should also contain any customer specific contacts on a

2.2.2.2a   The auditor should check that responsibilities from top management down to the Incident supervisor are clearly defined, this being to assist with
           clear lines of demarcation and reporting.
2.2.2.2b   The auditor should ask for a register of Incident supervisors and what method is used to obtain 24/7 coverage, from this point questions should
           be asked of the incident supervisors onsite as to 24/7 coverage and the receipt by them of the schedule for 24/7 coverage.
2.2.2.2c   Check whether there are any specific customer requirements re reporting, coverage, inclusion of customer details in the emergency response
           plan - is there a need for an exchange of emergency response plans.
2.2.2.2d   The emergency response plan should detail parties to be informed in the event of an emergency, both internally and externally.
2.2.2.2e   Check that a valid register is in place for all incident supervisors, this should be regularly checked and updated in a controlled manner within
           ISO procedures.
2.2.2.2f   Check whether the company has it own transshipment equipment (Pumps, compressors, hoses, couplings etc) covering the various classes of
           products that may require transshipment. This particular element of work could be outsourced to an approved contractor, if so check the
           contractual obligations and formal agreements.
2.2.2.2g   Check whether the company has it own equipment to recover any damaged equipment involved in the incident. This particular element of work
           could be outsourced to an approved contractor, if so check the contractual obligations and formal agreements.
2.2.2.2h   Check whether the company has it own means to recover any contaminated land/product involved in the incident. This particular element of
           work could be outsourced to an approved contractor, if so check the contractual obligations and formal agreements. Check that any recovered
           land/product is disposed of according to legislation.

2.2.2.3a   For packaged goods, are oversize drums/salvage drums available to take to the scene of the emergency ?
2.2.2.3b   Are eye wash bottles available to take to the incident, check expiry date.
2.2.2.3c   Check that a sufficient supply of absorbent/clean up materials are available to proceed to the scene of the incident.
2.2.2.3d   The auditor should satisfy himself that suitable PPE is available to cater for all Classes of products when attending an emergency, this can be
           determined from the Tremcard and Safety Data sheet.
2.2.2.4.   The auditor should ask to see a register/check sheet for ALL available emergency responder kits/equipment, at the same time check the
           frequency of the incident supervisor checks on register.
2.2.2.5.   Evidence of a practical emergency exercise to test the system for on-site emergencies during the last 12 months is required.


2.3.       Health
2.3.1.     Occupational Health
2.3.1.1.   Check if there is access to a valid version of the relevant regulations e.g. Legislation on exposure at work, ADR, RID etc or a national
           equivalent either hardcopy or electronic database. Give a score if it is up-to-date and there is evidence of it being used.
2.3.1.2.   A product acceptance procedure should be in place asking for the product safety data before the product is handled. Product safety data should
           be supplied by the manufacturer. Check the accessibility of this information at the site (e.g. a file with the Safety Data Sheets of all the
           products transported or handled). Check at random the available information for a few products.
2.4.       Environment
2.4.1.     Waste Management
2.4.1.1.   Check details of the waste disposal arrangements which are in place and if these are in compliance with the relevant regulations applicable for
           the country of operation. Examples of waste may be waste oil, paper, scrap metal, chemicals, lamps, aerosols, contaminated clothing, used
2.4.1.2.   The auditor should check and verify from files that all waste is disposed of according to applicable legislation. The filing of waste transfer notes
           should also be verified.



3.         Security
3.1.1.     Security standards and procedures
           High value products and proprietary information are given into the custody of a logistic service provider. Additionally some products, classified
           as High Consequence Dangerous Goods (HCDG), may be the target for terrorist activities. It is therefore essential to determine what measures
           are being taken by this provider to safeguard the integrity of products and information.
3.1.1.1.   This could be the certified and the by Management appointed DGSA, or an other person educated, trained and experienced in security matters.
           This item re-enforces question 1.1.2.1. specifically for the Security responsibility.

3.1.1.2a   Look for regular reviews (minutes of meetings) or risk assessments within defined intervals based on the listed vulnerable products and logistic
3.1.1.2b   Check review meeting minutes for risk reduction measures. Check the effectiveness of agreed risk reduction measures in practice.
3.1.1.2c   Reporting system must be in place for security threats and for security related Near Miss / Incident reporting .
3.1.1.2d   Security must be integrated in the regular training sessions.
3.1.1.3.   Look for an annual review report, including evaluation and test results.


3.1.2.     Site security
3.1.2.1.   Check fences, gates and 24h lighting during your site visit. The first personal security impression is on arrival the first day, like identification
           and check on person(s) to visit.
           When the assessed site is part of a public harbour, a comment should be provided when this requirement cannot be met. In this case it is
           expected that the site will have a security plan according to the IMO's ISPS Code.
3.1.2.2.   Give a score for any effective control method, e.g. security guard, electronic card entry system, etc.
3.1.2.3.   Check the internal system that vehicle movements are controlled within the site.
3.1.2.4.   Verify the company‟s internal computer system security, e.g. on EDI links, order processing and use of customer order details on an Internet site.


3.1.3.     Security Training
3.1.3.1.   There must be a list of all relevant personnel that must be involved in security training. The nature of the security risks covered in the training
           must be in line with the security provisions as defined by the company and its HCDG plan if appropriate.
3.1.3.1a   Training of observation skills and commitment to security are the tools for recognition of risks.
3.1.3.1b   First of all there must be full investigation and awareness of the risks involved. Second step is reduction where possible and the eventual
           remaining risks are classified and accepted under "Calculated Risks".
3.1.3.1c   Reporting, investigation and follow-up system must be in place to deal with any breach of security.
3.1.3.1d   Observation and reporting of unusual/suspect behaviour.
3.1.3.1e   Cargo integrity must be secured by the use of unique numbered seals which are to be checked during transit and prior to discharge.
3.1.3.1f   There must be an internal reporting system and follow-up on unauthorised access.



                                     Part-II : SPECIFIC QUESTIONNAIRE
                                                             Tank Cleaning
4.         Supply Chain Management and Subcontracting
4.1.       Supply Chain
4.1.1.     Supply Chain Management
4.1.1.1.   The cleaning company should be aware of their dealing with tank residues which are compounds of molecules of the same product that the
           producer has generated at the production facility. This means that the company management should be aware of the same product safety and
           that the same product information should be at hand as is required by the labour law in any European country. The company management is
           dealing with the last handling in the transport cycle of the total supply chain. The washing of the last molecules out of the tank and the disposal
           of the effluent should be dealt with in the same way the producer is taking care of. The SQAS questions about product information requirements
           and about the legal requirements are meant to assure that the company is committed to be part of the supply chain in the logistics of chemical
4.1.2.     Supply Chain Integrity
4.1.2.1.   The guided transports (truck and driver) usually are an "in and out" operation at the company's premises. The non-guided transports – tank
           containers, swap bodies, railcars – need a formal movement recording and a check list of the services as required by the client. Check the
           availability of a „to do‟ list.
4.1.2.2.   The requested services of the guided transports are signed off by the driver. Recording of the "time-out" on the ECD is a minimum requirement.
           The non-guided transports – tank containers, swap bodies, railcars – require a movement recording and a „to do‟ list. Check how the
           performance is controlled and reported against the services required and how non compliances are reported.


4.2.       Subcontracting Services
4.2.1.     Sub-contracting Cleaning Services (performed on the site)
           Included here are special Cleaning Operations that are outsourced to subcontractors, but performed on the site.

           It is of critical importance that any cleaning service which is subcontracted to another company is operated to equivalent safety and quality
           standards as that of the main contractor. Contracting tank cleaning companies must have systems in place providing this assurance.
           The policy and practice of using subcontractors for tank cleaning needs to be examined very closely to ensure there is:

           (a) an effective system for the periodic audit of the subcontractors‟ safety and quality management systems;

           (b) comparison of the subcontractor's standards of operation with those of the contracting tank cleaning company;

           (c) identification of any differences in standards with action plans agreed to eliminate any differences and regular follow-up as appropriate;

           (d) a clear specification of requirements for the provision of subcontracted cleaning services between the two parties;

           (e) regular meetings between the two parties to review plans and operational performance.

           In case of cleaning services hired on a spot basis, as a minimum the requirements listed in question 4.2.1.3 should be documented when the
           order is placed.
           NA (not applicable) may only be scored if subcontractors are not used at all. If so, all questions of 4.2.1 get a „NA‟ reply.

4.2.1.1.   The policy should clearly state that cleaning will not be sub-contracted until the sub-contractors' safety and quality management systems have
           been assessed and judged to be of a comparable standard to that of the contracting cleaning company. The policy should also state the
           conditions for ongoing assessment of the safety standards and performance of the sub-contractor. The policy should take into account
           restrictions defined by the customers. Only one level of sub-contracting is allowed unless explicitly agreed otherwise with the customer (no sub-
           sub-contracting). The policy should also specify special arrangements for sub-contractors hired on spot basis.
4.2.1.2.   The scheme for the initial assessment of the safety and quality management systems of the subcontractor should be based on the use of the Cefic
           SQAS Cleaning Scheme or an equivalent scheme (i.e. a robust safety/quality audit undertaken by a competent person). Criteria should be
           documented for the required standard to be met and for the formal re-assessment of the subcontractor at periodic intervals to ensure that this
           standard is maintained. These criteria should - for all types of subcontracting - at least specify the regulatory requirements (related to personnel
           and equipment) and the requirements concerning training, maintenance of equipment and incident reporting.
4.2.1.3.   The assessor should verify that there is a formal agreement between the contracting cleaning company and a subcontractor (selected at random
           if more than one is used) and give a positive score for each item covered by the agreement.
4.2.1.4.   Compliance should be checked before the agreement was signed and be monitored at least on an annual basis. Check for documented evidence.
4.2.1.5.   These meetings should be held on a regular basis, in accordance with the level of business involved.
4.2.1.6.   Actions should be agreed upon (including timing) and the persons responsible for follow-up should be identified. Check meeting reports for
4.2.1.7.   Look for documentary evidence (e.g. invitations, meeting reports).
4.2.1.8.   Look for evidence (training attendance lists signed by attendants) that training programs actually take place.




5.         Equipment
5.1.       Equipment Specification
5.1.1.     Design and Specification
5.1.1.1.   Look for a written purchase procedure regarding a standardised technical specification per type of equipment, including relevant regulatory
           compliance reference and/or check contract for recently purchased cleaning equipment, including associated equipment e.g. hoses, gaskets.
5.1.1.2.   Ask how, and by whom. Look for records.
5.1.1.3.   It is not expected that the cleaning station will carry out the design of cleaning equipment but concern for the reliable and safe operation will
           result in an interest in design. A program would therefore be a file showing comparison of technology and correspondence with the
           manufacturers on details of reliability, testing requirements for items like hoses, valves and cleaning spinners. Inspect the file. If dialogue with
           the manufacturer is handled at another location, for example by a Group Engineering Manager, there should at least be correspondence on file
           between the depot and the Group Engineering Manager concerning design issues.
5.1.1.4.   Give a "Yes" for each element covered.
5.1.1.4a   BAT (Best Available Techniques) refer to the IPPC Directive on Integrated Pollution Prevention and Control. Authorities are progressively
           including these requirements also in permits for new cleaning installations. Check whether management is pro-active in its dialogue with
           manufacturers regarding such developments.
5.1.1.5.   A file note or minute of the meeting should be seen.
5.1.1.6.   Such a procedure should be documented but can be covered by another procedure in the quality system (e.g. proposals for improvements).


5.2.       Maintenance
           A quality cleaning service should only use reliable equipment. This section seeks to ensure that effective routine inspection and maintenance
           programmes are in place which requires that equipment (owned, leased or subcontracted) is adequately serviced, lubricated and adjusted and
           otherwise maintained to prevent abnormal wear and tear, and to detect defects before they cause accidents or breakdowns.
           In quality cleaning companies abnormal wear, accidental damage and abuse detected through preventive inspections will be investigated.

           Repair and replacement costs, associated with this, will be recorded and analysed as loss data and will require similar remedial and follow up
           actions as for other accidental losses.
           Results from preventive inspections should be adopted in the regular maintenance program.

           This also applies to those instances whereby preventive inspection and/or maintenance are being outsourced. It is expected that in this case the
           cleaning company has a follow up system in place.


5.2.1.     Preventive Maintenance
           Maintenance should be carried out on all moving equipment. This must be seen apart from the regulatory inspection of the equipment. There
           should be a program developed, installed and documented. Findings from the regular maintenance should be included in the inspection program
5.2.1.1.   Check the documentation
5.2.1.2.   Score a "Yes" for each item that is included in the program, is serviced in accordance with that program which can be confirmed from records.
5.2.1.2n   safety equipment includes fire fighting equipment
5.2.1.3.   Check that a documented policy is present requiring a regular check of package conditions and stipulating that damaged drums should be
           replaced immediately. Prolonged storage does not include the storage of drums awaiting transport to the waste destruction facility. However
           also these pails and drums should be in a perfect condition because they need to be transported and are subject to packaging regulation.


5.2.2.     Inspections
5.2.2.1.   The assessor should take a random sample of the records and examine these in detail.
5.2.2.1a   pH / oxygen corrosion issue is to be considered for boilers. Test of pressure relieve valves should be certified, steam book should be present.
5.2.2.2.   Check that replaced parts and other follow-up actions are noted in the records.
5.2.2.3.   Verify from records.
5.2.2.4.   Examine records. Compare times/dates of reporting and remedial action.
5.2.2.5.   Look for evidence from memos, reports, etc. to the responsible manager and check that corrective actions are taken immediately.
5.2.2.6.   Check for evidence. Establish the basis of reporting to a responsible person within the company. The decision to authorise continued use must
           be at the appropriate management level. Authorisation needs to be in writing to score a "Yes".


5.2.3.     Identification and Calibration of Measuring Equipment
5.2.3.1.   Calibration, if performed in-house, should be undertaken by responsible persons who have been properly trained and are working to verified
           procedures. Alternatively, calibration may be undertaken by a qualified contractor certificated to national standards. In this case, a formal
           agreement specifying the requirement for, and the frequency of, calibration should exist between the cleaning station and the contractor. Score a
           "yes" for each item covered. Score „NA‟ if the item is not required for the assessed operations.
5.2.3.1b   Can be integrated together with the oxygen meter in 1 device.
5.2.3.1c   In case measuring tubes (colorimetric method) are used, check if the expiry date of the tubes is still valid.
5.2.3.1f   Some companies have the policy to replace the pressure gauges periodically instead of calibrating them.
5.2.3.1g   The pH electrodes need to be calibrated more often than the other components mentioned in this question. Maintenance contract with
           manufacturer of sampling apparatus should be the standard.
5.2.5.2.   Ask to see a copy of the procedures.
5.2.3.3.   Verify from records. Check calibration frequency and deviations.


5.3.       Electrical Installations
5.3.1.     The electrical installation should correspond with the local legislation requirements depending on the type of products that are handled / cleaned
           and the accessibility of the electrical installations for operators.
5.3.2.     The inspection should be documented by the surveyor indicating the deflections found. These deflections should be integrated in the local
           maintenance program or acted upon immediately when serious risks are involved. Check records if this is implemented.
5.3.3.     ATEX is the process used to classify the flammability hazard within an area or „Zone‟. This requirement is Mandatory when handling
           flammable liquids, which is usually the case in a cleaning station. The ATEX area may be calculated by different methods. In compliance with
           the explosion document, some zones can not be identified because the place of the zone can vary. (E.g. the zones around the outlets of a
           tankcontainer during a cross pumping or unloading action). Check the explosion document on the presence of such zones.


5.4.       Fallback plans
5.4.1.   Even in the best-controlled operation "the unforeseen" occurs from time to time. To cope with such situations the cleaning station needs to have
         a documented plan to inform their important customers. Check if such a plan is available and that it contains the contact data of important
         customers and that it is reviewed regularly to assure that the contact data stays up to date.
         In the case of a large tank cleaning company with many cleaning bays a fallback plan would exist normally comprising the replacement of the
         defective cleaning bay by a second one. Such a 'plan' is virtually self-evident, and may therefore not be formally recorded. However also these
         installations should have a documented plan to inform their customers in case of general failure of their installation.




6.       Behaviour Based Safety (BBS)
         It is envisaged that a specific guideline for defining a BBS Programme for Cleaning Stations will be developed in the future. In the
         interim, it is recommended that Cleaning Stations proactively implement their own BBS Plan, based on the principles of equivalent
         programmes in Transport. The Cefic/ECTA Guidelines on BBS for truck drivers and loading/unloading can be used as reference
         documents and "inspiration source" to design and implement a company programme.
6.1.     BBS for Cleaning Stations
6.1.1.   Management should set targets in relation to the implementation and results of the BBS program .
         Targets can be :
         - number of cleaning personnel trained ;
         - reduction of incidents ;
         - reduction of cleaning agents consumption.

6.1.2.   Check for a project file with documented implementation plan and up to date status.
6.1.3.   Look for role descriptions referring to the following responsibilities in relation to BBS. Management are mainly responsible for the
         implementation and ongoing support of the BBS program. They should have defined roles, delivered resources, and removed barriers to a
         successful implementation which result is monitored against targets. Dispatchers / planners should understand and support the BBS program in
         order to avoid / eliminate planning and instructions which may be in conflict with the BBS principles. Trainers do not only execute the BBS
         training but they also collect data and report the results to management. All staff should understand the purpose of the BBS program, be
         positively committed to participate and accept preventative changes as a result of the BBS findings and analysis.

6.2.     BBS Training
6.2.1.   Although mainly focused on the cleaning staff, BBS must be fully integrated in the cleaning station's organization and become an integral part
         of the company‟s culture. Also ancillary and administrative staff should be trained and understand the principles of BBS. Look for training
         records and awareness.
6.2.2.   Trainers can be recruited internally or externally.
         In case of internal trainers it is advisable that these have an independent position and relationship with the staff. Ask for trainer history and
         previous and current position.
         Besides being an experienced and respected operator, the trainer must be a good teacher, objective, motivated and able to convey the message
         in a positive way . Try to have a talk with the BSS trainer in order to evaluate his BBS knowledge and interpersonal skills. Smaller companies
         will be more likely to seek a trainer from a training institute.
         Try to find out if the institute's programme is in line with the BBS guidelines.
6.2.3.   Check if the training content and format are reflecting the spirit of the BBS guidelines i.e. on a one-to-one basis between trainer and cleaning
         staff observing and coaching and addressing the behavioural skills.
6.2.4.   Check training plan. The frequency may vary between once every 1 to 3 years depending on the annual performance review of each individual
         staff member.
6.2.5.   Check the training records.
6.2.6.   Check the training records.


6.3.     BBS Results, Analysis and Monitoring
6.3.1.   Check the training and individual records of the cleaning staff.
6.3.2.   Check the training programme and the individual staff records, and tick the items (a - c) which are monitored.
6.3.3.   Look for analyses of the recorded observations.
6.3.4.   Look for documented evidence.
6.3.5.   Check that the overall results and trends as identified in 6.3.3. are documented as learning experience and included in the refresher training.



7.       Security in Cleaning Stations
7.1.     Security Plan
7.1.1.   Check whether the company has analyzed, addressed and documented the specific security risks of a cleaning station, such as adequate fencing
         and gate closing during non operational hours. Check additionally how during non operational hours a night watch or remote control alarm
         system or any other system prevents/alerts non-authorized access to the premises and the offices of the company.
7.1.2.   This is purely about the distribution of information about orders, to ensure that the info does not get in the wrong hands.
7.1.3.   Check security measures on stored products such as cleaning agents.
7.1.4.     Check the availability and the use of periodic inspection sheets or security check lists and verify the reporting of incidents and its remediation.



8.         Site Operating Procedures and Customer Interface
8.1.       Site Operating Procedures
8.1.1      Operating instructions
           Procedures and instructions should be written in detail and describe who has particular responsibilities and the standard of performance
           expected. During the site inspection it should be checked if the responsible personnel understand all the requirements of the procedures and if
           they are fully implemented. A positive score should only be given if the procedures are in place, understood and fully implemented.
8.1.1.1.   The site should have all the necessary operating and environmental licenses for all the activities carried out at the site, cleaning, waste handling,
           water treatment as per scope and information document, but also including e.g. parking of trucks, storage of bulk and packed chemicals,
           temporary parking of vehicles for heating, etc. The assessor will check the available licenses against the site‟s activities.
8.1.1.2.   Check that the risk assessment specifically covers the different types of products (for example classes of dangerous products) and that all
           products accepted for cleaning, are covered in the risk assessment. Check a sample of recent cleanings. Check permit and company's own
           restrictions, so that product exposure is in line with water treatment and vapour emission allowances.
8.1.1.3.   Check if procedures are in place, understood and implemented for all operations (a-j).
8.1.1.3e   “Work on high places” is separated out as special risk at cleaning stations, as it is often practiced, and should be specifically addressed in the
           Operating Procedures. Check that adequate measures/tools for fall protection are prescribed, used and documented in the work permits,
           corresponding to the specific circumstances and infrastructure present at the site, (e.g. handrails, harnesses , platform) and without use of the
           truck's own features.
8.1.1.3g   ECD guidelines in different languages can be found on www.EFTCO.org
8.1.1.3h   Check if procedures are in compliance with the request of the customer. Check a sample of recent cleanings.
8.1.1.4.   Check for each work permit procedure if the requirements are clearly identified.
           Check if the work permit procedures are implemented by:
           - checking the file of work permits of the last 12 months;
           - checking in detail a few recent work permits (are all the signatures and dates in place, is the necessary PPE listed,…);
           - checking if the requirements of the work permit procedures are understood by the responsible personnel;
           - checking the prime/back-up approval authority.
           The work permit procedures should apply to both work carried out by own personnel and work carried out by sub-contractors and should apply
           to work which is not part of the normal/principal activity in that area.
8.1.1.4a   Entry into confined spaces refers to entry into spaces where there is a risk of suffocation or poisoning by lack of ventilation (e.g. entry into
8.1.1.4b   Breaking containment refers to dismantling pieces of equipment like pumps, valves, which may contain product.
8.1.1.4c   Hot work refers to work involving the use of hot energy sources (e.g. welding). Cold work refers to all other non-routine activities, which do not
           involve the use of hot energy sources (e.g. the erection of temporary structures for working at height).
8.1.1.5.   Check if the company has filed all non-conformances. Check the file for the last 12 months and check one or more items in detail. This
           question (items a -f) only scores if there is a documented system in place for recording and investigation, clarifying what is a non-conformance,
           who must report, how and to whom, who must investigate and the process of follow-up and close out of corrective actions.


8.1.2.     Personnel recruitment and Training
8.1.2.1.   Check the training records.
8.1.2.2.   Check the training programme.
8.1.2.3.   Check if procedures are in place, understood and implemented. Check for documents where/when training was done.
8.1.2.4a   Reception personnel should be able to communicate with the clients/drivers in the local language and one of the main European languages (i.e.
           English, French or German).
8.1.2.4b   Operations personnel should be able to communicate in the local language and/or in a language the company supports for work instructions.


8.1.3.     Waste Management
           Check in details what waste disposal arrangements are in place and if these are in compliance with the relevant regulations. Methods used for
           disposing of tank and line washings may include incineration, dilution or collection by registered/licensed disposal companies. Evidence (letters
           etc.) should be provided for each type of arrangement.
8.1.3.1.   Is there documented evidence of actions undertaken to continuously improve waste reduction? For example, check that improvement projects,
           like removal of water from the sludges in the waste water treatment unit are considered.
8.1.3.2.   Check that criteria for disposal routes are defined and verify that these are applied.
8.1.3.3.   Check from sample of recent waste streams that all types of product are covered in the Waste Management Systems.
8.1.3.4.   Look for documentary evidence.
8.1.3.5.   Look for documentary evidence.
8.1.3.6.   Look for documentary evidence.
8.1.3.7.   Look for documentary evidence. In most countries periodical soil monitoring is necessary: check the last report.


8.1.4.     Water Discharges
8.1.4.1.   Check the monitoring system
8.1.4.2.   Check the monitoring system and check the results of the analysis.
8.1.4.3.   Verify documentation against applicable legislation. Also check that effluent measurements are periodically double-checked at external
           laboratories for verification.


8.1.5.     Air emissions
8.1.5.1.   To avoid industrial hygiene and environmental problems, a vapour handling system should be available to remove toxic vapours. (Suction,
           ventilation, carbon filters, absorption system, scrubber).
8.1.5.2.   If vapour treatment is a part of the permit, then the system must be operational at all times. This requires that it is regularly checked and
           properly maintained.


8.2.       Customer Interface
8.2.1.     Site safety instructions to drivers
8.2.1.1.   Check the procedures/instructions relevant to parked vehicles for other services like heating. Check whether drivers receive a groundplan upon
           entering the site.
8.2.1.2.   Check if drivers have a written procedure/instruction for parking their vehicles. For parking in attendance of cleaning, such instructions may be
           in the form of signs on the site. For other activities like storage/heating a formal instruction is required, and for hazardous goods, this is a
           mandatory requirement. Check from random selection of drivers if they know the instructions for parking.
8.2.1.3.   Check whether the cleaning station has written safety instructions, and whether these are handed out to drivers upon presentation at the
8.2.1.4.   Check the instructions concerning opening manholes.


8.2.2.     Responsibilities of drivers and cleaning staff
8.2.2.1.   This is a shared responsibility. Without sufficient information the order execution may suffer. Check a few orders at random and give a “yes”
           score for each item of information that is included. General conditions and responsibilities printed on the backside of the working bulletin are
           not sufficient and they must be formally agreed between partners.
8.2.2.2.   Check for evidence.


8.2.3.     Customer meetings
8.2.3.1.   The liaison between the cleaning company and its customers should be close. Regular and effective quality planning should be in place. Look
           for evidence of scheduled meetings at which performance is reviewed and improvement programmes are agreed.



9.         Order Process and Operations
9.1.       Planning and Operations
9.1.1.     Planning and communication
9.1.1.1.   Check the documentation of some orders. Are copies of the written orders and /or copies of the CMR available. Check all kinds of product
           groups including dangerous/non-dangerous goods, food, etc.
9.1.1.2.   Verify whether the sampled orders of 9.1.1.1 include the following required information.
9.1.1.2c   Give a N/A if dangerous goods are not being cleaned.
9.1.1.3.   Check the records and verify if available for and published to the clients.
9.1.1.4.   This issue relates to non-guided transport (for example non-accompanied tank-containers). Look for documentary evidence in
           writing/electronic. The score is “No” if not present.


9.2.       Operations
9.2.1.     Operating instructions
9.2.1.1.   Examine a selection of operator instructions to judge whether they are unambiguous and in sufficient detail to cover critical SH & E and Quality
9.2.1.2.   Examine selected instructions to check that details are up-to-date. Score "no" if significant details are clearly out of date.
9.2.1.3.   Score a "Yes" for each listed instruction that exists and is documented.


9.2.2.     Cleaning document
9.2.2.1.   Check a set of cleaning documents against the ECD format and guidelines.
9.2.2.2.   Verify in a sample of ECD's (minimum 10 is recommended) of the previous year whether the requested information is included.
9.2.2.3.   Compare the cleaning operating procedure with the information on the sampled ECD's. Are methods of cleaning operation procedures in line
           with the information given on the ECD ? Are deviations of the cleaning procedure correctly mentioned in the appropriate box on the ECD ?
9.2.2.4.   If the ECD is not used, verify which of the listed elements are covered.
9.2.2.5.   Check the procedure as well as a sample of documents for signature of the driver.
9.2.2.6.   Check who in the organization is designated as cleaning inspector, and verify a sample of documents for signature by this person.
9.2.2.7.   Check written procedures and guidelines and verify implementation on the sampled ECD's. Check training records and verify by asking the
           cleaning staff if they are aware of the legal consequences of forgery/abusing of documents.
9.2.2.8.   An accurate inventory must consist of a list with all ECD numbers documented, differentiated in 3 categories : blanco on stock, issued and
           destroyed/void. Score a "no" if just one number is missing or no reasons are given and management approval is not existing for destroyed/void
9.3.       Administration
9.3.1.     Office Procedure
9.3.1.1.   The assessor should review the documented procedures and give a positive score if he judges that the key elements are covered.
9.3.1.2.   The system in use should be mentioned in the comments ( e.g. EDI, e-mail, etc)


9.3.2.     Records
9.3.2.1.   Check the archives.
9.3.2.2.   Check the attachment of the archived cleaning documents for correctness.
9.3.2.3.   Check for complete series of Cleaning Documents.
9.3.2.4.   Check the procedure and verify that records are kept as required.
9.3.2.5.   Check if the indicated time period is respected. Choose a date near the limit of the time period noted in 9.3.2.4. (or, in the absence of that, one
           year ago). Give a score if the record is still complete and legible.
9.3.2.6.   Check that storage is adequately protected; for example, are there cabinets for record archiving which are fire proof, protected against flood, etc.


9.4.       Handling of packaged goods (cleaning agents, purification products)
9.4.1.     Check if a written procedure is available for storage and handling of packaged goods.
9.4.2.     Check compliance with permit and regulations.
9.4.3.     To avoid reaction between chemicals and to minimize risk of flammable products, it is important to have a good segregation based upon hazard
           classification) in storage, handling, treatment and collection systems.
9.4.4.     In case hazardous goods are involved the Safety Data Sheet (S.D.S.) must be at hand.
9.4.5.     As a minimum there should be training in the use of handling equipment (e.g. forklift trucks). If hazardous goods are involved they should also
           have received hazardous goods training as required by ADR. The assessor should verify participation lists, training contents and in case of
           dangerous goods also training certificates.
9.4.6.     For standard handling operations, safety shoes and working gloves are adequate. If hazardous goods are involved the Personal Protective
           Equipment should be in accordance with the requirements of the S.D.S.
9.4.7.     The question is only applicable if packed liquids (hazardous or non-hazardous) are handled.
9.4.8.     For liquids in drums these should be absorption material, a waste container and oversize drums. For dry solid material this can be basic tools,
           e.g. brooms, etc. For hazardous goods the assessor must look at the specifications on the S.D.S. and check if the required equipment is
9.4.9.     This question scores positively if the equipment used for transfers will not pose a risk to the safety of people involved and the product handled.



10.        Other Services /Activities
10.1.      Tank heating of loaded tanks/vehicles
10.1.1.    A tank heating procedure with instructions should be written in detail and describe who has particular responsibilities and the standard of
           performance expected. During the site inspection it should be checked if the responsible personnel received the instructions, understand all the
           requirements of the procedure and if they are fully implemented. A positive score should only be given on each of the elements if the procedure
           is in place, understood and fully implemented.
10.1.2.    Check a sample of documents on tank-heating operations.
10.1.3.    Regular checks should be done and documented. Risk of possible run-away reactions if temperature is not controlled and overheating occurs.
10.1.4.    Check a sample of documents on tank-heating operations.
10.1.5.    The area should have containment to prevent soil and ground water contamination in case of leakage/spill.
10.1.6.    Check records, meeting reports and communications to customers.


10.2.      Tank repair workshop
10.2.1.    Check if procedures are in place, understood and implemented for all items (a-g).
10.2.2.    Check if procedure is in place, understood and implemented.
10.2.3.    Verify on the site.
10.2.4.    This is the responsibility of the tankcontainer operator, but the cleaning station often provides this as a service.


10.3.      Terminal for container/vehicle storage & handling
           This section is only applicable when the Cleaning Station operates also a Transfer Terminal. It is applicable to sites that transfer
           containers/vehicles between all modes of transport, i.e. road, rail, inland waterways, deep&short sea, air.
10.3.1.    Site access control should include as a minimum the physical check of the delivery documents against the order. The site entrance(s) should
           preferably be fitted with a gate normally kept in closed position.
10.3.2.    Check that the equipment is protected against malfunction and lifting excessive weights, and is fitted with warning lights/acoustic alarms during
           movement. Check that alarm signals are also used to warn for movement of trains.
10.3.3.    Check for protection against inproper/unsecure lifting, e.g. no lifting possible unless all four lifting points are securely engaged.
10.3.4.    Look for an inspection and maintenance program requiring that equipment (owned or leased) is adequately serviced, adjusted and otherwise
           maintained to prevent abnormal wear and tear, and to detect defects before they cause accidents or breakdowns.
10.3.5.    Look for inspection program and inspection certificates/records.
10.3.6.    Check the training records of selected positions and employees.
10.3.7.    Check for procedures and verify at site.
10.3.8.    Check for procedures and verify at site.
10.3.9.    Check for procedures and verify at site.
10.3.10.   Access roadways should be in good condition such that vehicles can safely access and depart. Roadways should be of sufficient width,
           unobstructed, clearly marked and sign posted if necessary. Check for risks of collisions (crossings, oncoming traffic) and marked paths for
10.3.11.   Look for effective systems; e.g. can the crane driver oversee everything (e.g. if his cabin is above the crane), are drivers asked to wait in a
           special waiting area/room?
10.3.12.   A good practice is : Max 4 loaded and max 3 empty containers high (empty containers are less stable for heavy winds).
10.3.13.   Look for evidence in the form of procedures, checklists.
10.3.14.   The loading/unloading area should ideally be graded to slope away but spilled product should not be allowed to run to other parts of the
           premises (where ignition sources may be present). Check for uncontrolled drains.
10.3.15.   Examples of spill clean up equipment include absorbent materials, shovel, drain covers, etc.



11.        Site Inspection
           An effective system of management will be reflected in the site e.g. its content, layout, condition and modus operandi. The scope of the site
           inspection should cover, if present on the site, the office buildings, the tank cleaning installation, the tank storage, the waste storage area, the
           tank-heating activity and the handling and storage of packaged goods.
11.1.      Building, Grounds and Fixed Equipment
11.1.1.    The condition of the buildings gives an indication on how seriously the site management is interested in quality and safe operation, and not only
           in commercial affairs. This is also important for the image of the company. Look for example if there are damages to the buildings like broken
11.1.2.    The site lighting system should be such that all movements and operations can be controlled without restrictions and safety hazards.
11.1.3     Housekeeping is a good indication for the organisational efficiency of the site operation. Good housekeeping will help to prevent accidents.
           Check that emergency exits are not obstructed and that floors and ladders are free of grease.
11.1.4.    The site boundary should be clearly defined and marked. Public warning/information signs should be in place to prevent unauthorised or
           accidental access.
11.1.5.    Site communication is important to warn all the employees in case of emergencies. Instructions and evacuation may be vital for the site safety.
11.1.6.    The condition of fences and gates is important for security. Holes in fences or gates, or too low fences and gates, are not acceptable. When
           fences are so low that people can jump over easily the answer should be "No".
11.1.7.    Check the pavement of the various work areas. Storage of containers on unpaved ground, especially stacked containers is not acceptable.
11.1.8.    Look for example if there are potholes or flakes of water on the parking areas.
11.1.9.    The access to the site should be such that no safety hazard is caused to other traffic (good visibility/no narrow streets). The traffic flow on the
           site should be logical, transparent and free flowing.
11.1.10.   Walkways prevent uncontrolled traffic flow on the site and protect walking people by organised routes on the site. They should be marked out
           as a permanent feature.
11.1.11.   If parking of loaded trailers on the site property is allowed, it should be done properly using support pads to prevent landing gear pushing
           through any weakness in the road surface and resulting in trailer tip-over.
11.1.12.   Automatic fire protection may be required if quantities of flammable chemicals handled or stored on the site, exceed defined limits, set by local
           legislation. (Check operating permit and fire brigade instructions). Additionally flammable cleaning solvents need a separate storage area to
           prevent impact on the site in case of fire. Check also the presence and validity of adapted fire extinguishers.
11.1.13.   If flammable chemicals are stored/parked on the site, foam may be needed for fire fighting, in accordance with local regulations. This requires
           a stock of foam producing chemical and foam generating equipment.
11.1.14.   To ensure that the safety devices/equipment will work in the case of an emergency it is vital to perform tests on a regular basis, document the
           results and mark the equipment. This may be a combination of tests carried out by internal and external parties. Check records and the
11.1.15.   There should be a second electrical tie-in or electrical pumps should have backup by diesel-pumps.
11.1.16.   How well can a fire be controlled to minimise damage? Is the access for the fire brigade (with equipment) clear and easy? Buildings should be
           separated to provide a fire break and to avoid total loss.
11.1.17.   Can people escape safely out of buildings and from working platforms in case of an emergency? Two exits are vital to avoid that people get
           trapped-in.
11.1.18.   Check for clear emergency exit markings.
11.1.19.   Emergency exits should be marked at the site perimeter. There should be an off-site assembly point, head counting and reconciliation system.
           The emergency plan (summary) should be published in appropriate manner that all employees as well as customers and visitors become aware
           of the emergency plan immediately when entering e.g. the offices, cleaning areas or workshops.
11.1.20.   All relevant utility systems should be protected from freezing to ensure safe operation without interruption. This is also applicable for fixed
           safety showers/eye wash systems on site.
11.1.21.   Check that the site has equipment/materials for de-icing ?
11.1.22.   Safety and eyewash showers should always be installed in the immediate vicinity of working areas where there is potential for a spill. Injured
           people would not be able to find a remote installation. Check that showers are operational, that they are regularly checked and that the surface
           underneath is not slippery.
11.1.23.   Caution signs serve to remind people of good practices. Pictograms are more useful than long text. It is important to show people that using
           safety equipment is in their own interest.
11.1.24.   In case of heavy rains, floods and fire fighting the water drainage system and/or the water containment system should be large enough to prevent
           a long period of business interruption.
11.1.25.   The assessor should check compliance with local legislation. The assessor should also spot check if the contents of the first aid kit are within
           expiry date.


11.2.      Tank Cleaning and Decontamination
11.2.1.    Check that hot systems (boilers) and pipe work are insulated to protect operational staff from burn wounds.
11.2.2.    Check that hot systems (boilers) and pipe work are protected from movement of vehicles.
11.2.3.    Check for temperature control and overheating alarm.
11.2.4.    Check working floor.
11.2.5.    After cleaning the tank should be inspected visually. This can be done from the top or by entering the tank. Proper lighting is necessary in both
           cases and must be intrinsically safe, if flammable vapour concentrations are possible.
11.2.6.    Falling off of trailers/tanks is a very frequent cause of injury. People should wear safety belts with harness fixed overhead, to prevent injury
           from fall. Good, safe ladders must be available.
11.2.7.    Check actual operations and interview operators.
11.2.8.    Tank entry must never be attempted without first measuring the atmosphere in the tank. Is the oxygen level high enough ? Is the environment
           non-flammable and non-toxic ? As a single meter reading could be erroneous, monitoring should be continuous whilst the tank is occupied.
           Oxygen depletion can occur inside a tank, as a result of chemical action on the inside walls of the vessel, e.g. as a result of the onset of
           corrosion. People entering a tank must be secured by a safety line, and a second person must act as guard, to get additional help in case of
11.2.9.    Check actual operations and interview operators.
11.2.10.   To check on the quality of the rinse water, fine-filters may give a good indication.
11.2.11.   To ensure that cleaned tanks are kept clean it is essential to use clean and oil-free air. Mostly, ventilators or air movers are used for drying.
           Compressed air may also be used for driving spinning heads and here it must be assured that the air is oil-free.
11.2.12.   To prevent mistakes in using the different utilities it is important to have proper identification of the pipelines and valves. (Colour codes,
           numbers, product names).
11.2.13.   Round tubes for the railing might show corrosion from inside.Failure of these structures, whilst in use, could produce dire consequences.
11.2.14.   This is essential especially if flammables are handled.
11.2.15.   Check for uncontrolled leaks and emissions.
11.2.16.   It is important to have a cleaning procedure with checklist for each chemical.
11.2.17.   To avoid mistakes it is important to properly label all containers containing chemicals (irrespective of size).
11.2.18.   To know the contents of the tank it is better to check by analysis than with documents.
11.2.19.   The presence of cleaning solutions can jeopardise the quality of the next load and therefore it is essential to have a checking procedure in place.
11.2.20.   Check for national standard.
11.2.21.   Earthing is important to avoid ignition points for explosions/fires in case the "right" chemical mixtures would be present. Look for an earth
           proving system that provides a positive indication of satisfactory connection to earth (red/green light)
11.2.22.   For safety and environmental reasons wheel-chocks (or equivalent) should be used for blocking the wheels in order to prevent uncontrolled
           movements of the vehicle.
11.2.23.   Is the run-off of the cleaning area controlled by using containment and connection to the water treatment plant, to prevent direct flow into open
           waters or city sewer systems ?
11.2.24.   Undamaged floor drain-covers are important to prevent chemicals flowing into city sewer systems.
11.2.25.   Is the run-off of the cleaning area controlled by using containment and connection to the water treatment plant, to prevent direct flow into open
           waters or city sewer systems ?


11.3.      Fixed Storage Tanks
           This section applies to storage tanks of fuels and chemicals, required for the operation of the site but excludes intermediate bulk storage of
           chemicals on behalf of customers or for further distribution. The assessor should complete this section by means of a physical inspection and a
           check of the documented evidence (e.g. drawings, purchase specifications, license, inspection reports, certificates, etc.)
11.3.1.    Marking of pipelines and valves is essential to avoid mistakes.
11.3.2.    To minimise possibilities for leaks and spills, it is important to eliminate weak points such as hose connections, flex-joints, sight glasses, etc.
11.3.3.    Valves might leak and therefore it is good practice to close valves in series. By doing so, tank contents will not be lost at once if one valve
11.3.4.    The area should have containment to prevent soil and ground water contamination.
11.3.5.    The assessor should look for an overfill protection device.
11.3.6.    Self-explanatory.
11.3.7.    To avoid reaction between chemicals it is important to have a good segregation based upon hazard classification) in storage, handling, treatment
           and collection systems.
11.3.8.    Visible leaks and spills are indicative of bad operation and maintenance and therefore also of poor site management. They create long term
           environmental problems, which are costly to clean up afterwards.
11.3.9.    Spill containment must be in accordance with local legislation. A possible standard, for example could be that the containment is designed to
           hold 100% of the largest tank plus 10% for foam or fire water. Spill containment must be free from cracks. Valves must normally be in closed
           position to avoid uncontrolled flow-off.
11.3.10.   Self-explanatory
11.3.11.   Self-explanatory


11.4.      Waste Container Storage Area
11.4.1.    The storage location should be adequately secured to avoid environmental problems.
11.4.2.    Are the containers that are used compatible with the waste to be stored? Check conformity with packaging/transportation regulation. Look for
           evidence. Check if the containers are in good working condition.
11.4.3.   To avoid uncontrolled reactions, each waste container should be properly labeled with the name of the chemical(s) to be deposited.
11.4.4.   Give a fair judgment about the system in place.
11.4.5.   To avoid reaction between waste streams it is important to have a good segregation (based upon hazard classification) in storage, handling,
          treatment and collection systems.
11.4.6.   The spill containment area should be in good condition and must be resistant to the waste stored in this containment.

				
DOCUMENT INFO
Description: Cleaning Operations Manager Agreement document sample