Guidelines for Document Mobilization and Demobilization of Contracts and Third Parties – Vale Brasil
PGS-005865, Rev.: 01-26/07/2024
Issuing Board: DIR SUPPLIES
Technical Manager: Helbert de Oliveira Kreitlow Registration: 01017921
Target Audience: Mobilization Centers – Vale Brasil, Contract Management Areas, Supplies, Delegated Areas, Contract Managers,
Contract Inspectors, Service/Material Requesters, SSMARO Areas and Managers who have contracts in their areas.
Training Need: ( )YES ( x )NO
Resultados Esperados: Garantir que o processo de mobilização e desmobilização documental de Contratos e Terceiros na Vale Brasil, cumpra as
legislações aplicáveis, procedimentos Vale e que seja executado de forma padronizada, com celeridade e assertividade na entrega das informações.
Garantir que o Sistema de Mobilização (SGC) seja utilizado como sistema padrão análise documental da etapa de mobilização.
ANNEX 03 - List of documents for mobilization – Supplier
#NAME?
Minimum requirements for checking contract and employee/third party mobilization documents before po
The documents provided are the sole responsibility of the contracted company, and may be verified by Vale. In the event of discrepancies in information or failure to qualify the Company, notifications or fines may be issued. Any r
Company's mobilization time. The SGC System must be the sole source of consultation and availability of the current documentation for the contract and third parties mobilized. Documentation in the field/at the work site must be
Stage at which
Legal Verification items in the document to be submitted via the SGC System for Contract and
the document List of
Order Requirement Employee Mobilization. Verifying the documentation before posting it in the System is
will be Documents
or Voucher? essential to speed up the mobilization process.
presented
For PGR NR 01 in general activities, analyze: - If the document refers to a company in the mobilization process. -
Existence of the company's corporate name. - Date the document was prepared. - Location of the service to be provided. -
Validity of the program (2 years or 3 years in case of proof of ISO 45001 certification). - Existence of the "Occupational
Risk Inventory". - Check if the Function, Examination and Risk Spreadsheet are consistent with the information contained
in the PGR and applicable NR documents (cross-referencing information from the documents). - Existence of "action
plans" indicating the prevention measures to be introduced, improved or maintained (it is not necessary to analyze the
action plans, but rather to identify their existence in the document). - The document's creator, including the full name,
qualification and signature (if there is a digital certificate, it is not necessary to verify authenticity). - Technical
Contract PGR - NR 01 - NR
1 Legal Responsibility Annotation (ART) or Technical Responsibility Record (RRT) of the professional who prepared the document,
Mobilization 18
if it is valid according to the validity of the program, in the "Work Data" field, the location of the PGR - Risk Management
Program must be informed, and in the "Technical Activity" field, the preparation of the PGR - Risk Management Program
must be indicated. For PGR in activities related to works in the construction industry - NR 18 (demolition, repair, painting,
cleaning and maintenance of buildings in general and maintenance of urbanization works), in addition to the items above,
it must contain: a) project of the living area of the construction site and of any work front, in accordance with item 18.5 of
this NR; b) electrical project of temporary facilities; c) projects of collective protection systems; d) projects of Personal
Protection Systems Against Falls (SPIQ), when applicable; e) list of Personal Protective Equipment (PPE) and their
respective technical specifications, according to the existing occupational risks.
For PGR NR 01 in general activities, analyze: - If the document refers to a company in the mobilization process. -
Existence of the company's corporate name. - Date the document was prepared. - Location of the service to be provided. -
Validity of the program (2 years or 3 years in case of proof of ISO 45001 certification). - Existence of the "Occupational
Risk Inventory". - Checking whether the Function, Examination and Risk Spreadsheet are consistent with the information
Contract PGR - NR 01 - NR contained in the applicable PGR and NR documents (cross-referencing information from the documents). - Existence of
2 Legal
Mobilization 22 "action plans" indicating the prevention measures to be introduced, improved or maintained. - The document's creator
must include their full name, qualifications and signature. - Technical Responsibility Note (ART) or Technical Responsibility
Record (RRT) of the professional who prepared the document if it is valid according to the validity of the program, in the
"Work Data" field you must inform the location of the PGR - Risk Management Program and in the "Technical Activity" field
it must be the preparation of the PGR - Risk Management Program.
For PCMSO, analyze: - If the document refers to the company. - Existence of the company's corporate name. - Date the
document was prepared. - Location of the service to be provided. - Validity of the program (the document may be
accepted with a validity of at least 1 year up to 3 years, if it is proven that it has an ISO 45001 certificate). - Existence of
the Risk Identification Chart and medical examinations by function or GHE. - Checking whether the Function, examination
and risk Spreadsheet is consistent with the information contained in the applicable PGR and NR documents (cross-
Contract
3 PCMSO Legal referencing of information between documents). - Existence of planning for the presentation of the annual report for the
Mobilization
current year or the annual report for the previous year - Existence of "action plans" indicating the prevention measures to
be introduced, improved or maintained - Existence of the document's author containing the full name, qualification and
signature - Existence of the CRM of the PCMSO coordinating physician and his/her signature. - Existence of mandatory
medical examinations: upon admission, periodic, upon return to work, upon change of occupational risks and upon
dismissal.
Check that you have duly filled in all the data in the model provided to the supplier: - Company name (business name). -
Contract Declaration of
4 OK CNPJ number. - Name of legal representative (full name). - Identification document number (CPF/RG/Passport). - Date of
Mobilization Legal Compliance
signature of the document. - Signature (signature of the person responsible for the company).
Analyze: - Check if the full name and signature of the employee who was trained exist. - Check if the training program
Mobilization of
Reuse Certificate content exists - Check if the training workload exists - Check the date the training was held and if it is valid - Full name
5 Employees/Third Legal
- NR 01 Validation and signature of the person responsible for validation (the person responsible must be from the company where the
Parties
employee currently works).
Check that all the data in the model provided to the supplier (Appendix 06 of the Mobilization Guide) are duly filled in: -
Mobilization of
Health Care Company identification (when applicable). - Full name and signature of the employee. - Position. - CPF/Passport. - Clinical
6 Employees/Third OK
Certificate examination. - Information that the employee is fit or in good health. - Date, professional registration number and
Parties
signature of the doctor who performed the clinical examination.
In the ASO, analyze: - Full name of the employee. - CPF. - Function (must be the same as SGC or Link with the PCMSO). -
Employee's signature. - Company name (must be the same as SGC). - CNPJ or CAEPF of the company. - Existence of the
Mobilization of Occupational
description of the identified hazards or risk factors that require medical control or their non-existence (it is necessary to
7 Employees/Third Health Certificate Legal
validate risks and exams with the PCMSO). - Information on whether the employee is fit or unfit for the function. - If the
Parties (ASO)
employee performs work at heights or in confined spaces, it must be described whether or not he is fit for these activities.
- Date, name, professional registration number and signature of the physician who performed the clinical exam.
Analyze whether the employee was properly hired by the supplier: Brazilian workers with CLT employment contracts: -
The employee's full name must be included in the employment record, which must be the same as the one on the
identification documents (ID and valid CPF or driver's license). - The same name must be registered in the SGC System as
the personal documentation presented. - On the date the process is received, the employee must have a valid
employment relationship with the supplier. - If the supplier (Company Name and CNPJ) hired is the same as the one on the
contract signed with Vale or subcontractor. Without CLT employment contracts (individuals) - Self-employed - The
employee's full name must be verified in the employment contract according to the identification documents presented
(ID and valid CPF or driver's license). - The same name must be registered in the SGC System as the personal
Work Card documentation presented. - On the date the process is received, the employee must have a valid contract with the
Mobilization of
(CTPS) - contractor. - If the name and CPF of the hired employee is the same as the one on the contract signed with Vale or
8 Employees/Third Legal
employment subcontractor. Without CLT (legal entity): - For PJ / MEI / Partner Employees, the Articles of Association or Certificate of
Parties
relationship Individual Microentrepreneur Status – CCMEI or Entrepreneur Application must be submitted, according to the legal
nature. The document must include the employee's full name as per the identification documents presented (ID and valid
CPF or driver's license). - The SGC System must have the same name registered as the personal documentation
presented. - If the supplier (Company Name and CNPJ) hired is the same as the one in the contract signed with Vale or
subcontractor. Foreign workers: - The employment contract must include the employee's full name, which must be the
same as the identification documents (RNE or passport) presented. - The SGC System must have the same name
registered as the personal documentation presented. - On the date the process is received, the employee must have a
valid employment contract with the supplier. - If the information on the hired supplier is the same as in the contract
signed with Vale or subcontractor.
In the case of an employee who needs to drive vehicles/equipment, analyze: - The driver's license must contain the
Mobilization of
National Driver's employee's full name, which must be the same as the identification documents (RG and CPF or valid CNH) posted in the
9 Employees/Third Legal
License (CNH) SGC. - The document must be definitive and valid (according to DETRAN). - The category of the document must be
Parties
compatible with the vehicle that the employee will drive according to the Brazilian Traffic Code.
The RAC Multiplier Authorization must be issued by Vale's HSE team after checking the minimum requirements for an
instructor. The authorization must contain: - Instructor's full name and CPF. - Meet the minimum requirements for an
Mobilization of instructor, according to the RAC Training Guideline: ✓ complete high school; ✓ proven experience as an instructor or
RAC Multiplier
11 Employees/Third OK certified in didactic training courses or similar; ✓ specific technical knowledge of the training action to be provided; ✓
Authorization
Parties proven experience in the area of Occupational Safety applied in the day-to-day of operational areas of at least 2 (two)
years. - Must contain a field for HSE team approval. (It is the responsibility of the Mobilization Center to inform how the
Instructor's resume will be evaluated and approved by the local HSE team) - Place and Date of Issue.
For all employees qualified to work in critical activities (RACs), check that they have all the data in the model provided to
Mobilization of the supplier duly filled out. Check the RAC Health form for the existence of: - Company identification (corporate name). -
14 Employees/Third RAC Health Form OK Employee identification (full name, CPF and position). - Indications of the type of examination performed. - Indications of
Parties the mapped RACs. - Identification and date of the examinations. - Identification with the full name of the examining
physician, CRM and signature. - Employee signature.
Legal Training,
according to
NR's: NR 10
Basic, NR10 SEP,
In the training certificate, check for the existence of: - Identification with the employee's full name (same as on the official
Mobilization of NR 11, NR 12, NR
document) and his/her signature. - Program content (must have the minimum content required by law) - Workload (check
15 Employees/Third 13, NR 18, NR 20, Legal
if it has the minimum workload required by law) - Date the training was carried out and if it is valid (as per the validity
Parties NR 22, NR 33
required by law). - Full name and signature of the technical manager or training instructor.
Authorized, NR
33 Supervisor, NR
33 Watchman, NR
35
In the training certificate, check for the existence of: - Identification with the employee's full name (same as on the official
document) and their signature. - Program content (check if it has the minimum content required by Vale) - Hours (check if
Mobilization of
TBSSMA, RAC 01 it has the minimum hours required by Vale) - Check the date the training was held and if it is valid (according to the
16 Employees/Third OK
to 11 validity required by Vale for RAC training). - Full name and signature of the technical manager or instructor of the training.
Parties
For training carried out by VES, there is no need to check the program content and hours, just check the employee's full
name and date of completion.
ID and CPF or
Mobilization of
CNH For foreign
17 Employees/Third Legal You must present a legal document with a photo that allows the identification of personal data.
employees:
Parties
Passport / RNE
The photo must be centered. - Part of the employee's torso must be visible, prioritizing the face. - The photo must be
digital and not scanned. - The file size must be 500KB or larger. - The background of the photo must be white, without
Mobilization of
Digital Photo in spots, margins or marks. - The photo must be clear, colorful and in a 3x4 ratio. - Ideally, the employee should be wearing
18 Employees/Third OK
3x4 format a uniform or a dark-colored shirt. NOTE: Do not wear a white shirt. - SELFIES will not be accepted; another person will be
Parties
needed to take the photo. - Glasses, caps, helmets, etc. are not allowed. - Take the photo in a well-lit environment; do not
use flash. - Without excessive facial expression. - The photo must be in JPG format.
Occupational
Demobilization of In the ASO, check for the existence of: - Full name and signature of the employee. - CPF. - Company name (must be the
Health Certificate
19 Employees/Third Legal same as SGC). - Information on whether the employee is fit or unfit for the role. - Date, name, professional registration
(ASO) upon
Parties number and signature of the doctor who performed the clinical examination.
dismissal
Demobilization of
Badge return Badge return protocol issued by the company upon delivery of the badge, sent to the contractor's email address provided
20 Employees/Third Legal
protocol at the time of return.
Parties
ation documents before posting them in the SGC System.
mpany, notifications or fines may be issued. Any request for correction of the documentation provided will result in a significant increase in the
umentation in the field/at the work site must be the same as that in force and approved in the system.
General guidelines Document Theme
NR 18: For a subcontracted company that complies with NR 18, which uses the same construction
site/facility as the Contractor, it must reference in its legal document (PGR) the projects as per Item Occupational Safety
18.4.3 of NR 18, regarding the Contractor's responsibility.
N/A Occupational Safety
N/A Occupational Health
SUBCONTRACTOR: When the Declaration of Legal Compliance is used to mobilize a Subcontracted
company, it must be filled out with the Subcontractor's information and signed by its responsible
party. INDIVIDUAL/SELF-EMPLOYED: When the Declaration of Legal Compliance is used to mobilize Administrative Documents
an Individual/Self-Employed, it must be filled out in "Company name" with the Full Name and in
"CNPJ" with the respective CPF.
RECYCLING VALIDATION: The company must present, together with the validation certificate, the
main training certificate in the case of recycling validation. VALIDITY OF VALIDATION: If the training
is validated, check the date the training was carried out (The content of the initial training must
Occupational Safety
have been carried out within a period shorter than that established in NR or less than 2 (two) years
ago), in cases where there is no period established in the Standard. MULTIPLIER AUTHORIZATION:
In the case of training validation, it is not mandatory to present the RAC multiplier authorization.
It may be issued in the country of origin for foreign employees. Occupational Health
N/A Occupational Health
DIGITAL CTPS: For digital CTPS, the E-social report must be sent to check the function/position.
Note: If the CTPS submitted shows the same function as that registered in the SGC and legal
programs, it is not necessary to send the E-social report. PHYSICAL CTPS: As for the physical work
card, it must present the civil qualification and employment relationship pages. When there is a
Administrative Documents
change in position, the update page of the employee's new position must be added. CHANGE OF
POSITION: When the employee has a change in social name, he/she must present the
corresponding evidence of this change together with the identification document. REGISTRATION
FORM: The registration form will not be accepted as evidence of employment relationship.
Art. 144. Wheeled tractors, crawler tractors, mixed tractors or self-propelled equipment designed
for moving loads or performing agricultural, earthmoving, construction or paving work may only be
driven on public roads by drivers licensed in categories C, D or E. VALIDITY OF DRIVER'S LICENSE: Administrative Documents
The Supplier may extend the validity of the DRIVER'S LICENSE in the SGC system for an additional
30 days, in accordance with the CTB (Brazilian Traffic Code).
INCLUSION OF RAC: When including new RAC training for an employee who has already been
mobilized, the company must present the Authorization of the multiplier for this training, keeping
the other authorizations already approved (when applicable) in the SGC field "RAC multiplier
authorization". RENEWAL OF RAC: When renewing RAC training in which there is a change of Occupational Safety
instructor, the company must replace the Instructor Authorization for this training, keeping the
other authorizations already approved (when applicable) in the SGC field "RAC multiplier
authorization".
N/A Occupational Health
If the training is validated, check the date the training was completed (The content of the initial
training must have been completed within a period shorter than that established in NR or less than
Occupational Safety
2 (two) years ago, in cases where there is no period established in NR. For some RACs, it is
mandatory to present training in NR: RAC 01 - NR35, RAC 06 - NR33, RAC 10 - NR10,
TRAINING CARRIED OUT BY VES: it is not necessary to present the RAC Multiplier Authorization.
INACTIVATION OF RAC TRAINING: check whether the training is a mandatory requirement for the
position. POINT OF ATTENTION: Training carried out at training centers under Vale's responsibility,
as long as the location of the training is identified, does not require the presentation of the RAC
Multiplier Authorization. For some RACs, it is mandatory to present the training in NR: RAC 01 - Occupational Safety
NR35, RAC 06 - NR33, RAC 10 - NR10, For RAC03 - The presentation of the CNH will be mandatory
only for the operation of road equipment. TBSSMA: It may be provided before admission, it is not
valid and the Introductory certificate may be accepted as evidence (NR22) if it contains the
TBSSMA content.
The company may present its ID and CPF, scanned in a single file. In the absence of the CPF, proof
of registration status obtained from the Federal Revenue website will be accepted. When
presenting the ID, the CPF must be presented together with the ID, and the number shown on the
ID is not valid. The presentation of the CNH replaces both the ID and the CPF. Foreigners must Administrative Documents
present a Passport or RNE and register the corresponding number in the SGC. Attention: When the
mobilized employee changes his/her social name, he/she must present the corresponding proof of
this change together with the identification document.
N/A Administrative Documents
In the termination examination, the clinical examination must be performed within 10 (ten) days
from the end of the contract, and may be waived if the most recent occupational clinical
examination was performed less than 90 (ninety) days ago (Subitem 7.5.11 of NR 07). When this
scenario is applicable, the Employment Contract Termination Agreement (TRCT) or E-social report
or digital CTPS cancellation must be attached to the ASO to check the employee's termination date.
In the event of the employee refusing to perform the termination ASO or abandoning the job, the
following evidence must be presented in place of the termination ASO: • Evidence of an attempt to
contact the employee to perform the ASO (email, telegram with acknowledgment of receipt). Or •
Contract termination with the company's signature or other evidence of the last day of work. Or •
Statement describing the occurrence and the company's responsibility for the legal implications,
which must contain the signature of the contract representative or the company's HR or legal Occupational Health
department. INSS withdrawal, imprisonment and death: • Document from the competent body
according to the reason in replacement of the ASO for dismissal. Bankruptcy of the
contracted/subcontracted company: For special situations such as the bankruptcy process or
closure of activities of the previous employer, in which it was not possible to establish contact for
conventional demobilization of the employee, the Contract Manager (contract in which the
employee is mobilized in the SGC) may present a Declaration informing that the third party must
be demobilized from the Contract. The declaration must include the employee's data and the data
of the company that did not perform the demobilization and/or issue the ASO for dismissal, as well
as the reasons. After issuing the declaration, the Manager must contact the local Center to post the
process in the SGC system.
The badge must be returned to a Vale identification department, preferably at the same location
from which it was collected during mobilization. When returning the badge to the company, the
person responsible for delivery must present identification (personal document) and provide a
corporate email address to send the protocol. In case of loss of the protocol, a second copy must be
requested from the Vale identification department. In case of loss or misplacement of the badge, Administrative Documents
the company must file a Police Report and post it in the SGC in replacement of the Badge Return
Protocol. The report can be filed by the employee himself or by a company representative, as long
as it contains the identification data of the employee to be demobilized and evidence of the loss of
the badge. The police report must be posted in the SGC within 30 days of its issuance.
