Checklists & Templates
Subcontractor Checklists & Templates
Overview
The Subcontractor Checklists & Templates section provides structured and standardized documents that ensure a consistent, compliant, and risk-free approach to managing subcontractors at BEC Arabia. These checklists serve as a guideline for all departments to ensure subcontractors meet technical, financial, contractual, and safety requirements.
Why Standardized Checklists & Templates Are Important
Ensures consistency across all projects and departments
Reduces errors, delays, and missing approvals
Guarantees compliance with KSA regulations and contractual obligations
Provides a transparent and structured record of subcontractor interactions
Enhances risk mitigation and quality control
These checklists are used by Procurement, Project Teams, Legal, Finance, HSE, and QA/QC to ensure that subcontractors follow BEC Arabia’s standards from selection to project closeout.
Subcontractor Checklists & Forms
The following checklists are essential for managing subcontractors at every stage of their engagement.
📂 1. Subcontractor Prequalification Checklist
Used by the Procurement Team to evaluate subcontractors before selection to ensure they meet company standards.
Checklist Includes:
Business registration documents and trade license verification
Audited financial statements for the past three years
Insurance policies (workmen’s compensation, liability insurance, etc.)
HSE and quality compliance certificates
Manpower and equipment availability
References from previous projects
📌 Template: Subcontractor Prequalification Checklist
📂 2. Subcontractor Onboarding Checklist
Used after contract signing to ensure subcontractors are fully prepared to mobilize and meet project requirements.
Checklist Includes:
Fully executed contract and work scope agreement
Work permits, site access passes, and labor visas
Approved material submittals and method statements
HSE induction and safety training for all workers
Work schedule submission and mobilization plan
📌 Template: Subcontractor Onboarding Checklist
📂 3. Subcontractor Performance & Compliance Checklist
Ensures subcontractors are delivering work on time, meeting quality standards, and complying with safety regulations.
Checklist Includes:
Monthly progress report submission
QA/QC approval for work completed
HSE compliance and site safety adherence
Payment milestone verification
Subcontractor site workforce and equipment availability
📌 Template: Subcontractor Performance Checklist
📂 4. HSE Compliance & Safety Audit Checklist
Used by the HSE Department to verify that subcontractors are following safety protocols and regulatory requirements.
Checklist Includes:
HSE induction and worker training records
Proper use of personal protective equipment (PPE)
Risk assessment for high-hazard activities
Incident reporting and corrective action log
Emergency response preparedness and compliance
📌 Template: Subcontractor HSE Compliance Checklist
📂 5. Subcontractor Payment & Invoicing Checklist
Ensures that subcontractor invoices are correctly reviewed and approved before payment is processed.
Checklist Includes:
Verification of completed work and signed approvals
Review of supporting documents (inspection reports, approvals)
Compliance with contract payment terms and tax requirements
Finance team approval for release of funds
Procurement team review of any pending payment disputes
📌 Template: Subcontractor Payment Checklist
📂 6. Subcontractor Termination & Exit Checklist
When a subcontractor’s contract is terminated or completed, this checklist ensures a structured and compliant exit process.
Checklist Includes:
Confirmation that all contract obligations are met
Handover of documentation (as-built drawings, warranties, etc.)
Clearance of pending financial dues and invoice settlements
Removal of equipment and workforce from the project site
Final HSE compliance audit and clearance
📌 Template: Subcontractor Termination Checklist
Key Benefits of Using Standardized Checklists
For Project Teams:
Ensures subcontractors meet project and technical requirements before mobilization
Avoids missing approvals that could delay execution
Simplifies documentation and approval tracking
For Procurement & Finance:
Ensures financial and contractual compliance before work begins
Prevents payment issues by verifying milestone approvals
Reduces risk exposure in subcontractor selection and performance management
For Legal & HSE:
Provides legal protection by documenting approvals and compliance
Ensures subcontractors meet site safety and regulatory obligations
Helps enforce accountability in case of disputes or delays
Subcontractor Templates
This section provides the standardized templates required for effective subcontractor management at BEC Arabia. These templates ensure legal, financial, operational, and compliance consistency across all subcontractor-related activities, from contract execution to dispute resolution.
Using these templates ensures:
Clear contract terms that define scope, payments, and penalties
Efficient performance tracking with structured reporting formats
Consistent compliance enforcement across all projects
Transparent financial controls to mitigate payment disputes
Well-documented dispute resolution procedures to manage claims and contract terminations
These templates are categorized based on their function within subcontractor lifecycle management.
Subcontractor Management Templates
📂 1. Subcontractor Agreement Templates
This document is the formal contract between BEC Arabia and the subcontractor. It establishes the legal framework and defines:
Scope of work and project milestones
Payment terms, including retention and performance guarantees
Quality and safety compliance requirements
Variation orders and change management process
Penalties for delays, defects, or non-compliance
Dispute resolution process, including arbitration clauses
Template: Standard Subcontractor Agreement
📂 2. Variation Order Request Template
Used when subcontractors request changes in the scope, cost, or timeline of their work. This document ensures proper review and approval before modifications are made.
Contents include:
Detailed description of the change request
Justification for the variation
Cost and time impact analysis
Approval process by the project team, finance, and legal departments
Amended contract terms based on the approved variation
Template: Subcontractor Variation Order Form
📂 3. Subcontractor Monthly Performance Report Template
Used to track subcontractor work progress and compliance on a monthly basis. Submitted by the subcontractor and reviewed by the project team.
Contents include:
Work completed and progress against milestones
Safety incidents, HSE compliance status, and risk assessment
Inspection and quality control results
Financial status, including approved and pending invoices
Key challenges faced and mitigation strategies
Template: Monthly Subcontractor Performance Report
📂 4. Non-Compliance Report Template
Issued when a subcontractor fails to meet contractual obligations, safety requirements, or quality standards. This formal document serves as a record for corrective action.
Contents include:
Description of non-compliance issue
Site observations and incident details
Required corrective actions and deadlines
Potential penalties for continued non-compliance
Follow-up inspection requirements
Template: Subcontractor Non-Compliance Report
📂 5. Payment Request and Invoice Approval Template
Used by finance and procurement teams to verify subcontractor invoices before payment release. Ensures compliance with contract terms, tax regulations, and financial approvals.
Contents include:
Breakdown of completed and approved work
Supporting documents (inspection reports, milestone approvals, material submittals)
Invoice accuracy verification
Payment milestone approvals
Authorization from project and finance teams
Template: Subcontractor Payment Request Form
📂 6. Subcontractor Termination Notice Template
Used when a subcontractor is terminated due to non-performance, contract breaches, or project completion. This document ensures a structured exit process.
Contents include:
Justification for termination (contract breach, safety violations, non-performance, etc.)
Timeline for disengagement and demobilization
Final financial settlements, including outstanding payments or penalties
Handover of outstanding deliverables
Legal compliance and notice period enforcement
Template: Subcontractor Termination Notice
📂 7. Dispute Resolution and Claim Submission Template
When disputes arise between BEC Arabia and a subcontractor, this document formalizes the process to ensure that conflicts are resolved legally and fairly.
Contents include:
Issue details, including supporting evidence
Negotiation and mediation records
Financial claims or contractual disputes
Arbitration or legal actions required
Final resolution terms and settlements
Template: Subcontractor Dispute Resolution Form
Documentation and SharePoint Storage
All subcontractor-related documents must be securely stored in BEC Arabia’s SharePoint system to ensure accessibility, compliance, and data protection.
📂 Key Documents Stored in SharePoint
Subcontractor Agreement Templates
Standard contracts for subcontractors
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Performance and Compliance Reports
Tracks subcontractor quality and progress
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Payment and Invoice Records
Ensures financial compliance before releasing payments
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Non-Compliance and Penalty Reports
Documents violations and corrective actions
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Dispute and Claim Resolution Files
Tracks subcontractor disputes and settlements
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Final Notes and Key Takeaways
All subcontractor agreements, reports, and compliance documents must be stored in SharePoint
All departments must use standardized templates to ensure consistency and reduce risk exposure
Variation orders and contract amendments require proper approvals before execution
Dispute resolution procedures must follow formal documentation and arbitration protocols
Subcontractor terminations must be conducted with structured exit planning and financial settlements
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