TDR-Sécurité-0006 TERMS OF REFERENCE 1 - Rio Tinto - Qit ...

QIT Madagascar Minerals SA
Mandena
BP 225
614 Fort Dauphin
Madagascar
T +261 20 92 210 26
1 – IDENTIFICATION
TERMS OF REFERENCE
TDR-Sécurité-0006
Context: The company QMM SA operates a Maritime Port and a Quarry 7 kms south west to Fort-Dauphin.
Lieu : 400 hectares area , 7 kms south west to Fort Dauphin.
Unité : Port d’Ehoala and Andriambé quarry
Département : ISPS Officer
Responsable de suivi : Port d’Ehoala
2 – OBJECTIF
Ensure the security of all equipment, assets, employees and people related to the port and quarry
activities on site and around mainly in principal perimeter sector (see sector on the map – part 6)
3 – SCOPE OF WORK
Unless otherwise expressly provided herein, the SUPPLIER shall provide all management, supervision,
labour, equipments, consumable items, cleaning materials, transport and each item of expense necessary
for Port d’Ehoala security services (herein referred to as the Service) reinforced with a Mobile Security
Response team for Port d’Ehoala (hereafter referred to Port d’Ehoala)
The Service shall be rendered as described in this document and will adhere to all requirements as set out
below.
1. OBJECTIVES
The Supplier must secure the above depicted area (and see part 6 – deployment map) by providing a
response service to electronic alarms, proactive patrols and prevention of crime, eg: fence cutting, illegal
intrusion, traffic control, theft etc.
In the event of a theft, security threats or breaches of security, the Supplier must follow the process of
reporting to Port Facility Security Officer and external authorities assist in the investigation and provide a
complete and factual preliminary incident report within 12 hours (described as below).
2. SAFETY REQUIREMENTS
The SUPPLIER shall provide the SERVICE in strict accordance with the Port d’Ehoala Safety Policies,
procedures and specifications.
2.1. Basic requirements
Furthermore, the SUPPLIER shall adhere to the following basic safety requirements pertaining to Security.
2.1.1 Appointment of a Responsible person.
2.1.2 Vehicle’s compliance to Port d’Ehoala safety standards
2.1.3 Only 4x4 double cab vehicles
2.1.4 Employees meeting Port d’Ehoala requirements regarding medicals, licences,
training.
2.1.5 Adhere to the Port d’Ehoala HSEQ essential Safety practises.
2.1.6 Manager attends Port d’Ehoala safety meetings.
QIT Madagascar Minerals SA. Villa 3H – Lot II J 169, Ivandry, Antananarivo, 101, Madagascar.
Enregistré à Madagascar No. 98.B.480

2.2. Vehicle requirements
The SUPPLIER shall ensure that all the vehicles utilized for rendering the service will be roadworthy and
are in possession of a valid Roadworthy Certificate issued by an authorized Malagasy Road Traffic
Inspectorate. The vehicle must comply with Port d’Ehoala specifications. All vehicles used will be audited
along HSEQ Port d’Ehoala requirements prior to, and during contracted activities. Sub standard vehicles
will not be permitted to work.
2.3. Licensing requirements
The SUPPLIER shall be expected to submit proof of the driver’s qualifications. The driver shall be in
possession of a valid National Drivers license, QMM drivers licence, QMM dune license, and a
professional driving permit coded in accordance with the vehicle size and mass.
2.4. General Safety
2.4.1 The SUPPLIER shall ensure that all personnel are provided with the correct
protective clothing or safety devices recommended QMM HSEQ department.
2.4.2 The SUPPLIER shall ensure that all HSEQ rules will be complied.
3. DESCRIPTION OF SERVICE
3.1. Generalities
The SUPPLIER must provide fully trained security officers to provide a response service. The SUPPLIER
must ensure that the guards are supervised appropriately to ensure efficiency. The guards need to be in
radio contact with the Central Command Centre and their supervisor at all times, day or night. The
SUPPLIER must have a vehicle to transport their employees to their work place and back (these vehicles
are charged to the supplier)
3.2. Duties
The SUPPLIER duties include the following:
Responding to electronic alarm activations (in case of the system is effective)
Maintaining an occurrence book (hard copy) and a daily mail report
Responding to CCTV Detections
Responding to intrusion, fence cutting, and other theft incidents
Permanently Patrol the perimeters with pedestrian guards and by night on regular basis the inner
roads on Port d’Ehoala site and twice a night to Quarry sector with a Security Response Vehicle
Reporting and maintaining records of emergencies, occurrences which threaten the security of the
Port facility
Take all initiatives to facilitate rescue team traffic on site
If an additional reinforcement is required by pedestrian guards, be ready to provide mobile
response team in the area of responsibility, within 5 minutes.
Controlling access to the Port facility
Monitoring of the Port facility, including anchoring and berthing areas
Monitoring restricted areas to ensure that only authorized persons have access
Ensuring that security communication is readily available.
Ensuring that security equipment is properly operated, tested, calibrated and maintained, if any.
Enhancing security awareness and vigilance, ensuring adequate training to personnel for the
security of the port facility.
3.3. Reporting and Working Hours
3.3.1. The SUPPLIER must report directly to the Port d’Ehoala Security Officer (and if required QMM
security department for additional support)
3.3.2. As a minimum requirement in terms of this agreement, the work teams are required to work the
following hours:

Monday to Fridays : 06h00 to 18h00 (Day shift) : 18h00 to 06h00 (Night shift)
Saturday & Sundays : 06h00 to 18h00 (Day shift) : 18h00 to 06h00 (night shift)
Public Holidays : 06h00 to 18h00 (Day shift) : 18h00 to 06h00 (Night shift)
3.4. Personnel
3.4.1. The SUPPLIER shall supply competent, trained, qualified, licensed and fully equipped
personnel to perform the services to the satisfaction of QMM (see 3.5.1)
3.4.2. Port d’Ehoala retains the right to request replacement of the SUPPLIER’s personnel with
reasonable cause. The SUPPLIER shall ensure continuity of personnel employed for this
agreement.
3.4.3. The SUPPLIER shall supply Port d’Ehoala with a nominal roll of all employees that are
providing a service to Port d’Ehoala. A shift roster must be forwarded to Port d’Ehoala on a
monthly basis.
3.4.4. The SUPPLIER shall immediately notify Port d’Ehoala if it is necessary to replace any person.
The SUPPLIER shall also have sufficient back-up personnel to supply suitable replacements
for absences due to illness, leave or any other reason. The cost of any replacement shall be
borne by the SUPPLIER.
3.4.5. The SUPPLIER must have the suitably qualified replacement personnel on site by no later than
08h30 the same day.
3.4.6. The SUPPLIER’s employees shall be limited to authorised service areas only.
3.4.7. The SUPPLIER shall furnish Port d’Ehoala with a list of names and telephone numbers of key
personnel in the SUPPLIERS organisation who may be contacted in an emergency both during
and after office hours.
3.4.8. All employees supplied by the SUPPLIER must be vetted by Port d’Ehoala prior to them
rendering a service.(Screening) Any employee found to be contravene the human rights policy
or found guilty of any first schedule offence as per the Criminal procedures act shall not be
employed to render a service to Port d’Ehoala.
3.4.9. All employees working after hours (18h00 to 06h00) must be issued with and must have a self
defence equipment (and skilled to use it), must be in possession of a least a Two-way radio
(phone also expected) and torch whilst on patrol. No employee shall commence duty if the
above requirements are not met.
3.4.10. Management of the SUPPLIER must conduct regular after hour visits all over the site described
above to ensure that their employees conduct their duties in accordance to the SOP.
3.4.11. The appropriate Man power is required on day shift and night shift but cannot exceed:
All time :
Day shift 12 + 1 x driver and 3 x crew
Night shift : 12 + 1 x driver and 3 x crew
3.4.12. Local Recruitment :
Port d’Ehoala is committed to reinforce local employment by the strict application of the
following prioritisations :
Locally : Ambianibe, Fort-Dauphin, Soanierana, Mandromondromotra, Mahatalaky,
Ampasy Nahampoana, Manambaro, Sarisambo, Iabokoho
Regionally : Anosy Region
Nationally : all Madagascar
Other

- all unskilled position will have to be recruited locally, as per Port d’Ehoala recruitment
procedures
- skilled and semi-skilled positions will be primarily recruited locally before seeking nationally
- a localisation plan and staff development road map will have to be presented to Port
d’Ehoala management in order to reach 90% of local employments within 1 year.
3.5. Equipment
3.5.1. The SUPPLIER shall ensure and have in his possession adequate equipment to execute the
services professionally as required by Port d’Ehoala. All equipment is for the SUPPLIER’s
expense and must comply with QMM standards.
Individual equipments :
Self defence equipment (gaz spray, expendable baton, others)
1 Light torch with operational batteries for a full night shift
2 Safety Handcuff
1 Radio set with operational batteries for a full night shift
1 Individual job description post (pocket shaped)
Uniforms for day shift and night shift* (*long sleeves mandatory)
3.5.2. The SUPPLIER shall supply Port d’Ehoala with a complete inventory list of equipment that the
SUPPLIER will be using on site and will form part of the Port d’Ehoala safety system.
3.5.3. The SUPPLIER shall ensure the inventory list is audited on a regular frequency. Copies of the
inventory list shall be handed to Port d’Ehoala responsible person and Security
3.6. Responsibilities
3.6.1. The SUPPLIER shall ensure the villages' fences integrity; a fence cutting will be considered as
a major non compliance contract requirements.
By consequences :
- The SUPPLIER shall ensure the refurbishing of the fence as per Port d’Ehoala standard
and the Port d’Ehoala approved maintenance company
- Refurbishing process must be completed within 3 weeks after the incident.
3.6.2. The SUPPLIER shall provide a preliminary report within 12 hours following the incident (even
on week-end period)
• Preliminary investigation report structure :
Place, date, map, personals involved, facts brief description, immediate corrective actions
and security company assessment regarding culprits and responsibilities.
3.6.3. The supplier shall provide a final report within 7 days following the incident.
• Final investigation report structure :
Place, date, map, personals involved, full facts description, corrective actions implemented
and security company assessment regarding culprits and responsibilities.
In addition; all documents, files or records linked to the fact and security company
recommendations to prevent any future similar case.
3.6.4. The supplier shall provide a 6 months statistic studies regarding security events and an annual
one on the same basis.
• Security Studies structure :
Numbers of event, map, frequency rate by type an area, strategies implemented, HR and or
legal consequences

3.6.5. As all material and equipment will be under the responsibilities of the Security Company within
supervised areas, the supplier shall endorse a thief insurance to cover losses and damages
when infringements occur.
3.6.6. In the event of a strike within its staff, the Supplier will provide the necessary response to insure
that it will not affect in any way the rights and obligations of either party or Port d’Ehoala rights
to indemnity or compensation.
The mere shortage of labours, materials or utilities, including the failure of any sub-Contractor
to perform, shall not constitute Force Majeure unless caused by circumstances which are in
itself Force Majeure events.
4. SERVICE METHODOLOGY
4.1. Right to Audit
The SUPPLIER shall keep all usual and proper records relating to its activities with Port
d’Ehoala
Port d’Ehoala reserves the right to audit the SUPPLIER during the term of the agreement
and for a period of two years thereafter, provided that such audit(s) shall be conducted
during normal business hours in such a manner as not to interfere unreasonably with the
operations of the company.
Audit expenses shall be paid by Port d’Ehoala unless discrepancies are disclosed by the
audit, in which case the audit expenses shall be paid by the SUPPLIER.
Port d’Ehoala reserve the right to inspect the SUPPLIERS sites, vehicles and workshop
from time to time.
The SUPPLIER must permit a duly authorised representative of Port d’Ehoala access to all
administrative and accounting documents of the SUPPLIER relative to the service being
provided to Port d’Ehoala.
4.2. Performance indicators
The SUPPLIER must take note of the fact that Security is an integral part of Port d’ Ehoala’s business and
therefore shall measure the SUPPLIER’s performance on a monthly basis according to the following key
performance criteria:
Overall Safety performance incl. adherence to:
o SOP’s Standard operation procedure (mode d’action par poste)
o Risk Assessments
o Job Hazard Assessment (JHA’s)
o Toolbox Talks
o Near Misses
o PPE compliance
o Take five
Number of Non Conformances
Adherence to Schedules
Reaction Times
Quality (egg number of fence cutting ,thefts attempts deterred)
Should the SUPPLIER’s performance on the above prove to be below Industry standard, or continuous
non-compliance is being experienced, Port d’Ehoala reserves the right to terminate this agreement.
5. REGULATION & DEAD LINE
5.1. Service must be operational by the 1 of july 2013
5.2. All work shall be performed in strict accordance with Port d’Ehoala rules and regulations and

elevant legislation.
5 – MANDATORY CONDITIONS
Strong capacity to lead and manage monitoring teams
Have references national and/or international standards
Able to work in a safe manner according to the standards Rio Tinto
Meet the requirements for training in the Voluntary Principles on Respect for Human Rights
(see http://www.un.org/en/documents/udhr/index.shtml and http://www.miga.org /
documents/VPSHR_Toolkit_v3.pdf)
Rigor, discipline and loyalty
Dynamism and fitness
6 – PLAN DE DEPLOIEMENT
All areas to be secured are located 7 kms south west to Fort-Dauphin reachable by roads.
Carrière à ciel ouvert d’Andriambé
Fort-Dauphin
Zone commerciale et portuaire de
Port d’Ehoala
Périmètre ouvert de 12 kms
45 employés

7 – BASIC SELECTION CRITERIA
1 Health, Safety and Environment 25% 4 Supplier Capability 20%
Prequalification / Evaluation status 20% Human Resources planning 50%
Health and safety focus 20% Company expertise/past experience 15%
Environmental focus 10% Operation management strength, methods etc 25%
Requested HSE spec. met or exeeded 20% Equipment availability 10%
Reference check 10% 5 Technical 20%
HSE Equipment 20%
Does the supplier meet the required
specification 60%
2 Sustainable Development 15% Continuity of service 20%
Compliance to local standards 10% Systems for production and management 20%
Ethical Standards 30%
Local Supplier (Local, National, Inter.) 30%
Local staff development program 30%
3 Commercial 20%
Pricing 40%
Payment Terms 20%
Early Settlement discounts 10%
Financial Strength of Company 10%
Agreement to Terms and Conditions 20%
8– INFORMATION DU DOCUMENT
Nom du document
Description
Auteur du document
TDR-Sécurité-0006
Terme de référence - Sécurisation Port d’Ehoala
THIERRY BELUGOU on behalf Port d’Ehoala
Date de création du document 24/01/2013
Approbateur
Philippe MURCIA
Historique de Révision
Version Date de Révision Auteur Notes
1.0 24/01/2013
THIERRY BELUGOU on
behalf Port d’Ehoala
Première version