contractor management standard ims-ss-012 management standard.pdf · this standard shall apply to...

Sodexo Air Canada FMs Issue Date: April 2013

IMS – Safety Standard Revision: 01

Standard: Contractor Management Next Review: February 2014

Contractor Management Standard of 23

IMS-SS-012 Uncontrolled when printed

Contractor Management Standard

IMS-SS-012

Revision 1 Name and Position Date Signature

Author: Aaron Wildgrove EHS&S Leader

April 4, 2013

Reviewed By:

Leon Jokubaitis EHS&S Manager

April 4, 2013

Jacob Healy Director of Safety

April 4, 2013

Approved By:

Michael Varvel Director of Operations

April 4, 2013






Contents

1. Purpose and Scope ......................................................................................... 4

2. Definitions and Abbreviations ....................................................................... 4

3. References and Related Documents ............................................................. 6

4. Role and Responsibilities ............................................................................... 6

5. General Requirements .................................................................................... 7

Pre-approved materials ............................................................................................................... 7

Security Access ........................................................................................................................... 8

Site Orientation ............................................................................................................................ 8

Work Permits ............................................................................................................................... 8

Compliance with Sodexo Safety Program ................................................................................... 9

Compliance with Relevant Legislation......................................................................................... 9

Failure to Comply ........................................................................................................................ 9

Safety Audits/Inspections ............................................................................................................ 9

General Behavior......................................................................................................................... 9

Hazard Identification / Stop Work & Reporting .......................................................................... 10

Appendix A – Specific Operational Procedures .............................................. 11

First Aid / Medical Emergencies Response .............................................................................. 11

Reporting Incidents/Accidents/Unplanned Events .................................................................... 11

Reporting Requirements and Investigations ............................................................................. 11

Incident Investigation ................................................................................................................. 11

Safety Incidents Types .............................................................................................................. 12

Housekeeping – ......................................................................................................................... 12

Hygiene ..................................................................................................................................... 12

Safety Meetings/Tool Box Talks ................................................................................................ 12

Work Area Protection and Hazard Notification .......................................................................... 12

Personal Protective Equipment ................................................................................................. 13

Tools and Equipment ................................................................................................................ 14

Pneumatic Tools - Air Powered Nailers, Staplers or Other Devices ......................................... 14

General Electrical Safety ........................................................................................................... 15

Portable Ladders, Extension Ladders, Step Ladders & Step Stools ......................................... 15

Equipment Checklist .................................................................................................................. 15

Working at heights ..................................................................................................................... 15

Scaffolding ................................................................................................................................. 15

Industrial Powered Vehicles, including Lifting Devices ............................................................. 16

Motor Vehicles ........................................................................................................................... 16






Material Handling....................................................................................................................... 16

Noise ......................................................................................................................................... 16

Lighting ...................................................................................................................................... 16

Working in cold and hot environments ...................................................................................... 17

Appendix B - Specific Requirements/Notifications/Permits ........................... 17

Site Specific Hazards / Requirements ....................................................................................... 17

Worksite Inspections ................................................................................................................. 17

Fire Safety Guidelines ............................................................................................................... 17

Workplace Hazardous Material Information System (WHMIS) ................................................. 17

De-energization Lockout/Tag-out .............................................................................................. 18

Temporary Hook-Ups (Connections/Disconnections) ............................................................... 19

Hot Work – Welding/Cutting — General.................................................................................... 20

Gas Welding or Allied Process .................................................................................................. 20

Confined Space ......................................................................................................................... 20

Trenching and Excavation ......................................................................................................... 22

Protection of the Environment ................................................................................................... 22






1. Purpose and Scope Managers who engage and coordinate Contractors at Air Canada facilities are expected to understand and follow the Contractor Management Standard.

Prevention of injury and/or illness to personnel, protection of the environment, delivery of a high standard of service, compliance to relevant Federal and Provincial legislations are all objectives for Sodexo. Outlined within this program is information for Contractors that will enable them to meet the high standards expected of Sodexo.

The purpose of this standard is to:

• Ensure any work that is conducted by Sodexo Contractors is managed effectively to

eliminate or minimize risks associated with the task;

• Identify Sodexo minimum requirements for Health and Safety practices which shall be used where client systems do not exist or do not apply; and

• Provide overall guidance in the management of Contractors.

Sodexo may introduce changes to any aspect of this standard. This will be based on updated information supplied by government authorities and/or the client.

This Standard shall apply to all Sodexo Contractor personnel including management, supervisors and other personnel regardless of their work status. In cases where Air Canada has implemented site-specific requirements for all personnel, including Sodexo personnel, this document shall be used as a reference guide.

Where a Contractor is engaged by Sodexo, they will be expected to produce written documentation of their Health and Safety Systems. Where a Contractor cannot produce documentation, then they will be expected to comply with this and other task relevant Sodexo Standards.

No deviation from this Standard will be permitted without prior consent from the EHS&S Manager.

2. Definitions and Abbreviations

Term Meaning

Authorized Employee Person whose job requires them to have unique training to operate or use a machine or equipment, servicing or maintenance or perform lock and tag out, confined space work

Contractor Person who is not directly employed by Sodexo and is engaged to perform work or complete a service on behalf of Sodexo.

Energy Isolating Devices: (Control Devices)

Device controlling the supply of energy to the machinery or equipment and includes, but is not limited to, switches, circuit breakers, valves and clutches.

Energy Isolating Devices: (Control Devices)

Device controlling the supply of energy to the machinery or equipment and includes, but is not limited to, switches, circuit breakers, valves and clutches.






First Aid An incident that results in minor injury usually scrapes bruises and minor cuts. These injuries can be treated effectively by a qualified First Aid attendant. Treatment may include ice, covering a wound or other injuries.

Hazardous Energy Any energy source (electric, compressed gas or steam, chemical, hydraulic tensioned spring, mechanical or elevated object or part) which could release or move and injury or endanger a worker.

Lockout Is the use of locks to positively secure the control device used to control the hazardous energy or other hazards.

Lockout Procedures The methods, by which energy sources are isolated, locked out and tested for effective protection.

Near Miss An incident that does not result in injury, but the potential for injury exists (e.g.) hammer fell from scaffold nearly striking a worker.

No Treatment An incident that results in an injury, but does not require treatment of any kind

Medical Aid Injuries are more serious and require the attention of a medical practitioner, i.e. burns to major portion of the body.

Maintenance any and all work done to keep a machine, process, or system in efficient operating condition and include repairing, servicing, adjusting, changing, cleaning, lubricating and the cleaning of obstructions to the normal flow of material.

Qualified Worker Person who is qualified to engage in hazardous energy control because of their knowledge, training, and experience and has been assigned to engage in such control.

Qualified Person A person who has qualifications and experience in the recognition, evaluation and control of hazards or other combination of education, training and experience acceptable to local regulations.

Safety Absolutes Safety Absolutes are ten fundamental principles with specific regards to Sodexo safety in the workplace.

Serious (Critical) Injury Critical injuries are those that are required to be notified to Provincial government departments.

Vendor An enterprise that contributes goods or services in a supply chain. Delivers goods or services such as parts and alarm services.






3. References and Related Documents • Provincial: Relevant Safety Legislation

• Federal: Canada Labour Code, Part II

• Sodexo Canada: OHSMS for Health and Safety

• Sodexo Canada – Air Canada: IMS standards for EHS&S

• Forms: Sodexo Contractor Flow Chart and Work Permit

4. Role and Responsibilities

Client (Air Canada) • Ensure that Sodexo management at each site are aware of relevant site rules, expectations and are updated as required of any changes to these

General Manager • Maintains all relevant EHS&S documentation for work completed by Contractors on site for review and auditing purposes

• Ensure that Contractors have been approved to come to site prior to their arrival

o Information regarding Contractors insurance and safety, environment and health programs must be submitted to the Sodexo Air Canada EHS&S Department at least one week in advance of their intended arrival on site

• Ensure that Contractors are given the orientation package

• Ensure that Contractors provide Sodexo with all required information before commencing work

• Ensure that Sodexo expectations with regards to safety and environmental matters are clearly understood by the Contractor

• Liaise with Air Canada Real Estate Group to ensure that Contractors are approved to work in specified areas and have been taken through area specific safety and environment requirements

Sodexo Contact

• Monitor Contractors to ensure compliance to Sodexo’s Contractor Management program

• Conduct site orientation and ensure that Contractor fully understands all safety, environment and security requirements associated with the task being completed

• Work with Contractors to ensure that they are able to meet the requirements outlined in the Contractor Management program

Sodexo EHS&S Department

• Work with General Managers to ensure the program remains relevant and effective for the tasks being conducted by Contractors

• Ensure compliance to this program through inspections and reviews






Contractor

• Provide Sodexo with all requested information prior to arrival on site

• Participate in any orientation programs as requested by either Sodexo or Air Canada at the time of arrival on site

• Participate in safety and environmental programs that are active in specific provinces or work locations

5. General Requirements In order to expedite access to work areas for Contractors, Sodexo requests information in advance of a Contractor’s arrival. The information requested is used to:

• Identify the level of insurance and coverage the Contractor has for the services provided; and

• Determine the difference between the Contractors safety, environment and health programs and the expectations of Sodexo.

Where Contractors are unable to provide the above information or where there are identified gaps, then a case by case approach is taken to determine the ability to accommodate on site.

The ultimate decision to allow a Contractor on site remains with Sodexo’s Director of Operations for the Air Canada account in conjunction with the EHS&S Department.

Where ever possible, Sodexo will work with Contractors to enable them to provide the required services. Sodexo seeks a working relationship with Contractors and therefore expect them to comply with any and all requirements identified once they arrive on site. Contractors must have all appropriate professional training, licenses and certifications required for the work being performed. Training records and copies of licenses, certifications are to be made available to the Sodexo Contact upon request. The Contractors are responsible to provide the Sodexo Contact with the applicable Compensation Board coverage. The Contractors are also responsible to provide the Sodexo Contact with the appropriate proof of insurance coverage:

• $5,000,000 for Non-Airside work • $5,000,000 for Airside work but “Non-Aircraft” work • $10,000,000 for work near, over or around Aircraft

Lesser amounts may be permitted under certain circumstances upon approval from the Sodexo Air Canada Director and EHS&S Manager. Refer to the Contractor Insurance Flow Chart for additional information. Pre-approved materials Dependent on the exact work location, pre-approval of material may be required. The requirement affects any work that may be:

• In a location that can directly or indirectly interact with aircraft, aircraft parts or people who work on aircraft;

• In a location that can directly or indirectly interact with food preparation or food service areas; and

• In a location in which the use of specific material types is stipulated by safety or environmental Acts or Regulations.






Contractors will discuss any material being used for their work with the Sodexo Contact. If there is any doubt with regards to the material being used, the Sodexo Contact shall discuss the issue with the General Manager (if not the same person). Security Access Pre-qualified Contractors will review specific facility access and security requirements with the Sodexo contact. Contractors may be required to access and work in areas that have security restricted access. Unless Contractors have appropriate access/security clearance, they are not to work in areas without prior approval and be escorted by the Sodexo contact or an escort provided at the Contractors expense. The Contractor is to immediately inform their Sodexo contact of any security or facility access issues. Site Orientation Contractors are required to participate in Contractor orientation programs. The requirements for the orientation are dependent on the work location, frequency of site visits and client requirements. As a guide only, the following aspects may be required to be completed:

• Sodexo Site Specific Safety Agreement • Sodexo escorted site orientation

• Environment Compliance

Site orientation does not incorporate task specific safety requirements. Every task completed by a Contractor must have associated safety documentation provided by the Contractor and retained by Sodexo for review and auditing purposes. Orientation will be required as follows:

• If a Contractor delivers the same service on a frequent basis (at least one occurrence every twelve months), then site orientation is required at least annually or if conditions in the workplace change.

• Where a Contractor provides a service on demand (greater than six months between occurrences), then the site orientation must be completed every time they come to site.

Orientation materials are available from the Sodexo Share Point or from the EHS&S Department. Work Permits Sodexo requires Contractors to complete online Work Permits prior to work commencement. The work permit is designed to also act as a basic risk assessment. Work permits must be completed prior to work commencement and modified when required. Contractors are expected to seek and obtain all additional relevant work permits as required to complete their tasks safely and to regulatory requirements. General Managers are directed to the Sodexo Contractor Work Flow Chart for an overview of the expectations of this Standard that can be obtained from the Sodexo Share Point or the EHS&S Department. Work permits will be completed by using the following steps:

1. Contractors will request access to the Sodexo - Air Canada on-line work permit. (http://www.sodexoifm.ca/resources/contractorpermittowork01.pdf);

2. Contractors will complete the work permit in its entirety. Any questions regarding all






topics, definitions, and controls will be directed to the Sodexo EHS&S Department;

3. Work permit will be reviewed by the Sodexo contact prior to work commencement;

4. Contractor will participate in area orientation which must be completed for all non-routine work and/or every 12 months for routine work; and

5. Any change of scope requires stop work and revisions to be completed on the permit.

Failure to complete/revise the Sodexo Work Permit may result in project delays or work stoppages. For additional information on Work Permits refer to the EHS&S Department.

Compliance with Sodexo Safety Program Where applicable, Contractors will be expected to participate in the safety program in place on site, which may include safety meetings, tool box talk meetings, training sessions, committees, observation/intervention programs and site safety audits.

When the job has finished, a post-job safety and quality performance review may be conducted on the Contractor’s service. This meeting shall be conducted by, but not limited to, the General Manager and Sodexo Contact for the project. Other attendees may include client or site personnel to discuss the overall safety impact from the Contractors.

Compliance with Relevant Legislation It is the responsibility of the Contractor to know, understand, abide by and enforce all Federal, Provincial and Municipal laws governing its activities. Rules applicable to Contractors are also applicable to sub-Contractors, vendors, suppliers and consultants. Controls and best practice will be applied in all areas under which the Contractor is engaged. Where there is a difference between relevant legislation and the information provided within this document, then the stricter standards shall apply. Failure to Comply There are no exceptions to the rules/guidelines, any Contractor, Subcontractor, supplier, vendor, or consultant not complying with the rules/guidelines will be ordered to stop work until the condition is corrected and may be subject to dismissal. Any costs incurred by non-compliance will be borne by the Contractor, Subcontractor, vendor, supplier or consultant. Safety Audits/Inspections Contractors who are working at Sodexo sites are expected to conduct regular inspections and audits of their work area to identify hazardous situations and implement control measures to rectify these. Copies of these inspections and audits may be requested from time to time by the Sodexo Contact or General Manager. All Contractors will be subject to safety inspections and audits which may completed by Sodexo and/or the Client. General Behavior All Contractors will conduct themselves professionally. Behavior which violates Sodexo’s policies or has the potential to endanger the safety and well-being of any of the building occupants is grounds for removal from the site. Inappropriate behavior includes but is not limited to:

• Use, possession, distribution, offering, sale or being under the influence of alcohol, illicit drugs, illicit drug paraphernalia or non-prescribed drugs for which a prescription is legally required in Canada, while on company business or premises;

• Disorderly or violent conduct;

• Theft or intentional damage to property;






• Misuse of property;

• Entering restricted areas;

• Harassment; and/or

• Criminal activities.

The Contractor shall observe and enforce the Good Manufacturing Practices when work is carried out in public access areas (Office, Food Services, and Common Area) & High Risk Areas (Hangers, Cargo Buildings). Hazard Identification / Stop Work & Reporting Contractors are responsible to be aware of all dangers or hazards associated with the work to be performed and the work environment and to remove and / or control the hazard or danger prior to commencement of work. All potential or existing dangers or hazards observed by the Contractor shall be reported to the Sodexo contact. Contractors may not conduct any work that may result in a danger or hazard to people, environment or property. Where an existing danger or hazard is present, or where the Contractor reasonably believes that an imminent danger or hazard is present, the Contractor is obligated to stop work so that the danger or hazard is eliminated or safe work practices are incorporated. For the purposes of this policy, a danger or hazard may include, but is not limited to:

• A situation for which the individual is not properly trained or experienced;

• A situation for which the individual is not equipped (i.e. safety or personal protective equipment);

• A situation where the individual believes that proper procedures and work practices are not being followed;

• A hazard that is not typical to the individual’s work activities or job;

• A worker unfit for work due to the influence of alcohol or illegal or mind-altering substances;

• A danger that would normally stop work in the affected area;

• A situation where the environment may be adversely affected and regulatory authorities would be involved; and/or

• A situation which may result in equipment / property damage.

Any stop work situations are to be reported immediately to the Sodexo contact. The Sodexo contact is to be advised of the danger or hazard, the corrective action and when the situation is resolved. The Contractor will be required to produce documented evidence that they have assessed the hazards associated with the work which they will be conducting and how they will be controlled. Sodexo recognizes the Contractor as the competent authority of its services provided and will work with the Contractor to add value to the process of risk reduction and hazard elimination. Sodexo can provide Contractors with a Job Hazard Analysis (JHA) form if required.






Appendix A – Specific Operational Procedures First Aid / Medical Emergencies Response In order to ensure personal safety, Contractors are required to be aware of all the emergency response procedures for the location of work. Review this information with your Sodexo contact. The Contractor shall provide emergency response procedures for the work site, which are in compliance with Sodexo Emergency Response Procedures for the site, and shall communicate such procedures to all Contractor Personnel.

At a minimum, the Emergency Response Procedures will include:

• Emergency telephone numbers;

• Additional information that may be required and is dependent on the work being completed will include;

• First Aid personnel; and

• Identification of emergency evacuation assembly areas.

All Contractors are responsible to ensure that first aid, emergency medical services and transportation are provided to its employees as defined by the applicable local legislation. Contractors are also required to provide trained first aid services, supplies, and equipment as applicable. NOTE: Some locations may have medical personnel/treatment areas on site. It is the Contractor’s responsibility to know where these are located and to use them in the manner for which they are provided. Reporting Incidents/Accidents/Unplanned Events Contractors will report injuries, illnesses, environmental incidents and security breaches to the appropriate agencies. The Contractor will be knowledgeable of the local reporting requirements and will inform the Sodexo contact prior to a report being made. This will be promptly followed by a written report within 24 hours. Any delay in reporting an incident or accident will result in an investigation and possible dismissal from site.

Reporting Requirements and Investigations It is the responsibility of the Contractor to maintain open communication with Sodexo regarding incidents and accidents. Contractors are expected to comply with the following requirements:

• All incidents (safety, environment and security), regardless of severity or outcome are to be reported immediately;

• Damage to materials, structures, tools, equipment and property shall be reported to the Sodexo contact immediately after occurrence;

• The Contractor must be available for any investigation relating to the incident and provide timely response as requested from Sodexo;

• The Contractor will be required to implement and corrective measures which are identified as part of the investigation to prevent a reoccurrence of the incident;

Incident Investigation All incidents involving people, property or the environment, regardless of severity will be investigated by the supervisor or person in charge at the time of occurrence and corrective measures implemented to prevent recurrence.






If the investigation reveals that the Contractor has committed an unsafe act, violated a known rule or regulation or created an unsafe condition which jeopardized them, others or the environment, the Sodexo Contact will decide on appropriate action. This can include instant removal from site and the cancellation of any work offered to the Contractor. Safety Incidents Types Sodexo classification of incidents includes:

• Near Miss • First aid

• No Treatment • Medical Aid/Loss Time

• Serious Critical Injury

In the event of a serious injury incident, Sodexo requires that the following actions are taken as part of a Contractors response to the event:

• Upon discovery of a seriously injured worker, call for the assistance of a fellow worker and instruct him/her to notify the first aid attendant, and call for an ambulance

• Inform your Sodexo contact when the injury occurs/is discovered. The Sodexo contact will work with the Contractor to ensure that the incident area is cleared of non-essential personal and assist or delegate as required.

The Sodexo Contact will be responsible to contact the:

• Client representative; and • Sodexo EHS&S Department.

Housekeeping – Contractors will keep the job site clean and orderly at all times. This shall include maintaining an orderly arrangement of operations, tools, equipment, storage facilities and supplies during the entire course of the project. The Contractor shall regularly clean up and dispose of waste material and debris generated by the Contractor in connection with the work. Hygiene Where access into food service areas is required, personal cleanliness must be practiced at all times. This includes washing hands upon entering into the kitchen and before leaving the washroom. Personal food and drinks are not permitted in food handling and kitchen areas. Hair must be restrained at all time while working in any food handling, storage, preparation or service area. Refer to the Sodexo Food Safety Plan for additional information. Safety Meetings/Tool Box Talks Contractors who are on site for more than seven days are to conduct regular safety meetings and toolbox talks (one (1) meeting per week on-site). These are to be attended by all workers and documented. A copy of attendance and topics covered during the meeting is to be made available to Sodexo on request. Sodexo reserves the right to attend these meetings with prior notice provided to the Contractor. In the event that a Contractor does not have developed tool box talks, Sodexo can provide the Contractor with materials to be communicated. Work Area Protection and Hazard Notification All work areas must be appropriately barricaded and identified. Contractors are responsible for providing signs, cones, plastic sheets, guardrails, lighting and other materials to create an effective barricade to isolate the work environment from the building occupants and to prevent unauthorized access.






Any requirements to block means of egress, fire, life or other safety equipment must first be approved by the Sodexo contact and identified in the applicable work permit. Signs and barricades may not be removed until the work is completed and hazards are eliminated Where the work to be conducted may create a temporary hazard to the building occupants (e.g., wet floor) the Contractor shall ensure that the appropriate signage and / or barriers are posted. The signs / barriers may not be removed until the hazard is eliminated. Contractors will ensure that the use of any signs/barriers/barricade meets the following requirements:

• Signs will be a clearly legible sign (8.5 x 11 minimum size); • A tag must be placed prominently on the barricade which details the work being carried

out in the area and contact details in case of an emergency; • Where the barricade is across a large area, multiple signs (8.5 x 11 minimum size) must

be placed at access/egress points; • Any barricade left after dark on or in close proximity to roadways shall be properly

equipped with flashing amber lights; • Flagging tape may be used in the following fashion:

o RED DANGER tape will be used to exclude all unauthorized personnel into the area. Unauthorized people entering the area must be escorted at all times until they have reviewed and signed the Work Permit. At this time, they must follow all relevant work area rules and regulations; or

o YELLOW CAUTION tape may be used to warn people. A person may cross this barricade so long as they are aware of the hazards in the work environment and review and sign the Work Permit.

Where a safety monitor is required, the only responsibility assigned to the monitor will be to monitor the workers within the designated work area. Personal Protective Equipment Contractors are responsible for verifying that their employees are provided with and trained on proper use of the appropriate approved personal protective equipment. Contractors are expected to identify and utilize other controls as a priority when completing their work. Control implementation will consider the Hierarchy of Controls:

• Elimination or Substitution techniques

• Engineering controls (guards, lighting, physical barricades etc)

• Administrative controls (warning signs, written procedures, training, access control etc)

• Personal Protective Equipment (PPE)

The Contractor is expected to provide their personnel with the appropriate PPE as required reducing the risk of exposure from the hazard. Personnel are expected to know how to use the PPE correctly and to ensure that it fits so that the PPE is effective. The Contractor must become informed of specific PPE requirements within their designated work area. The following items are listed for guidance and may not be an exhaustive list of requirements. Contractors are required to discuss PPE expectations with their Sodexo contact during initial site orientation. All PPE utilized will meet the appropriate standards:

• CSA Z94.1 – Industrial Protective Headwear






• CSA Z94.3 – Eye and Face Protectors

• CSA Z94.2 – Hearing Protection Devices

• CSA Z19509 – Protective Footwear

• CSA Z462-12 – Workplace Electrical Safety and NFPA 70E)

• CAN/CSA-Z94.4-11-Selection, Use and Care of Respirators.

NOTE: Fit testing must be completed by qualified persons (required by law in AB, BC) Tools and Equipment Contractors are responsible to provide their own tools, equipment and vehicles and required to conduct the work in a safe manner in accordance with all regulatory requirements. Contractors are responsible for the safe operation of any equipment brought on location and must be able to demonstrate that all operators of said tools and equipment are trained and qualified. Contractors are also responsible for the inherent integrity of the tools and equipment and must be able to demonstrate that they have been properly maintained and safe for use. All equipment requiring an operator license and or special training will be the responsibility of the Contractor to provide. Copies of such licenses and certificates will be provided to Sodexo prior to the start of work commencing. Power Tools All power tools are to be double insulated or equipped with grounded power cords. Ground Fault Interrupters (GFI) or other similar devices must be used in wet or damp locations. The Contractor’s employees must be properly trained in their use and the tools are to be maintained in a safe operating condition Pneumatic Tools - Air Powered Nailers, Staplers or Other Devices The use of air-powered nail guns and staplers may be required by Contractors. It is the responsibility of the Contractor to ensure that all precautions indicated by the manufacture(s) are followed. The Contractor will ensure the operator of the tool is property trained in the use, care and handling of the tool and will ensure that work activities do not endanger themselves or others in the work area. General safe work practices will include:

• Use of appropriate PPE when using hand or portable power tools

• Use and selection of right tool of the job

• Inspect tools before use. Do not use damaged tools

• Carry tools properly and store them in a safe manner

• Securing tools to hose or whip by positive means to prevent tools from becoming accidentally disconnected

• Safety clips or retainers shall be securely installed and maintained on pneumatic impact tools to prevent attachments from being accidentally expelled;

• All pneumatically driven nailers, staplers, and other similar equipment provided with automatic fastener feed, which operate at more than 100 psi will have a safety device on the muzzle to prevent the tool from ejecting fasteners, unless the muzzle is in contact with the work surface;






• Compressed air will not be used for cleaning purposes;

• The use of hoses for hoisting or lowering tools shall not be permitted.

General Electrical Safety It is the Contractor’s responsibility to have a safe electrical program as required. Only qualified Contractor personnel may work on or near live equipment with written Sodexo consent. Contractors must not work on low or high voltage unless specifically retained for this reason. Energized parts, circuits, panels and other equipment must be properly guarded. Unguarded energized parts must not be left unattended. All electrical devices must be properly grounded or double insulated. Portable Ladders, Extension Ladders, Step Ladders & Step Stools All Contractor ladders must be labeled with the Contractor’s name. All ladders must be maintained in good condition and inspected prior to use. Employees using ladders must do so in a safe and responsible manner. Any defective ladders must be tagged as such and removed from the worksite. Sodexo Canada has a standard (Section 32) for working at heights and fall protection. This standard shall be applied to all work being conducted on site by Contractors. Check with your Sodexo Contact for a copy of this standard before you commence any work which requires work at heights. Equipment Checklist All equipment must be checked prior to use and documented. All equipment used by Contractors shall conform to CSA or ANSI standards. All equipment must be maintained in good condition and inspected prior to each use. Defective ladders are not to be used under any circumstance. Working at heights It is the Contractor’s responsibility to select the appropriate fall protection measures for the work to be performed. When working at heights, the area below is to be cordoned off as the work area protection requires. Contractors must be able to demonstrate that all equipment is inspected and maintained as per regulatory requirements and that all personnel have current and appropriate training. It is the Contractor’s responsibility to provide their safety equipment including rescue equipment. Scaffolding All scaffolding is to be erected, maintained, used and inspected in accordance with all applicable regulations, codes and engineering practices. The Contractor is to ensure competent supervision of any modification process and have written approvals of such modifications. Precautions must also be taken to ensure that each scaffold does not exceed structural or design limits set out by applicable provincial legislation. The Contactor must also provide all scaffolds and safety equipment required for the entire project. Copies of the inspection reports are to be available upon request. Contractors shall use scaffold equipment according to manufacturer’s specifications. Contractors shall not mix different brands of scaffolds. The Contractor shall ensure scaffold equipment is inspected before use and deteriorated or damaged components are removed from service. Platforms shall be fully planked. Planks shall be free of holes, saw cuts, or other material defects. The Contractor will provide and install toe boards, screens or other suitable guards around the perimeter of elevated work surfaces to prevent falling objects from striking below.






Industrial Powered Vehicles, including Lifting Devices All Contractors operating industrial powered vehicles must be trained and licensed or certified in the operation of the particular equipment to be used Motor Vehicles All Contractors operating motor vehicles must have and maintain a valid driver’s license and a responsible driving record. Contractors must exercise due caution when driving on customer sites. Vehicle Safety No Contractor is permitted to operate a Sodexo vehicle unless they completed the Driver Awareness program. As part of this program, the Contractor shall produce a current, valid operator’s license for the type of vehicle being driven. A copy of the driver’s license must be on file at the site. Pre-operational checks must be completed prior to operation. Equipment No Contractor is permitted to operate any piece of equipment that is under the care and control of Sodexo without prior approval. The approval process will include:

• An orientation of the equipment;

• Requirements to operate the equipment (including pre-start checks);

• Review of relevant documentation (SOP, manuals etc); and

• Ride on equipment requires a competency verification to be completed.

All equipment brought or caused to be brought on to the work site by the Contractor shall meet all relevant laws and regulations and shall be safe to operate. All equipment requiring an operator license and or special training will be the responsibility of the Contractor to provide. Copies of such license and certificates will be provided to Sodexo prior to the start of work. Propane Powered Equipment If a Contractor will be using propane powered equipment (forklift, cleaning equipment etc), they must first check with their Sodexo Contact regarding area specific requirements. Some areas in which Contractors may work have strict requirements regarding the type of powered equipment permissible in the area. To safely disconnect, remove or replace propane fuel tanks, Contractors will follow the relevant manufacturer guidelines for safe handling and replacement of the propane tanks. Material Handling All Contractors involved in manual material handling shall be trained in proper material handling procedures and use material handling equipment where appropriate. Equipment must be properly maintained and all Contractors must be trained in its use and safe operation. Noise Contractors must work in a manner that does not create a disruption to the normal course of business. Any activity that produces noise that interferes with the business operation must be approved by your Sodexo Contact prior to commencement of work. Contractors shall ensure that their employees have proper and adequate noise and hearing protection. Lighting Contractors shall ensure that proper and adequate workplace lighting is provided in accordance with applicable legislative and regulatory requirements.






Working in cold and hot environments Contractors are to have policies and procedures in place to ensure that their employees are appropriately protected, at the Contractors expense when working in cold and hot environments.

Appendix B - Specific Requirements/Notifications/Permits Site Specific Hazards / Requirements Any site specific hazards or requirements not covered by this manual should be identified, reviewed, assessed and controlled with the Sodexo contact immediately. Worksite Inspections Sodexo requires all Contractor worksites to be inspected for hazards and any hazards corrected or isolated as per the applicable provincial / federal legislated regulations. Sodexo requires that all worksites be inspected regardless of size or scope of work. Required frequencies are at the start of a project, when site conditions change, after an incident or at a minimum once per month. All inspection reports shall be without delay forwarded to the Sodexo contact. Fire Safety Guidelines It will be a Contractors responsibility to adhere to all applicable local and federal sire safety regulations and guidelines. The following general safety guidelines are applicable to all Contractors:

• Reducing hazards from sources of ignition

• Outside Storage of Properly Secured Materials

• Inside Storage of Properly Secured Materials

• Proper Management and Storage of Flammable and Combustible Liquids

• Safe Dispensing and Handling Flammable Liquids

• Proper storage and use of Temporary Heating Devices

For additional information, refer to:

• NFPA 51B: Standard for fire prevention during welding, cutting and other hot work

• Sodexo Canada’s Hot Work IMS-SS-001 Hand Operated Fire Extinguishers Contractors will make themselves aware of the location of fire extinguishers in their area. Where a Contractor is conducting work that may cause a fire, they are expected to provide their own fire extinguisher which is effective for the personal safety of the user. Any fire extinguisher used by a Contractor must match the fire risk. Failure to do so can lead to creating a greater emergency or even the loss of life. It is the responsibility of the Contractor to ensure that all Employees have been provided fire extinguisher training. Workplace Hazardous Material Information System (WHMIS) All Contractors engaged by Sodexo are expected to fully understand and comply with WHMIS.






Material Safety Data Sheet (MSDS) All Contractors must provide and maintain MSDS’s for all controlled products or chemicals which they will be storing and using at the work location. Use of Chemicals Chemicals and odour emitting materials (paint, caulking, solvents, etc) are not to be used unless arranged for and authorized by the Sodexo contact. No chemical is permitted on site without prior approval. Ignoring this rule can result in the serious damage of aircraft and other highly engineered equipment. Where work is occurring in or near food accounts, all materials must be approved for use in Food service. Employee Training and Communication It is the responsibility of the Contractor to ensure that their employees understand WHMIS and ensure annual training. Sodexo may request written evidence that personnel understand WHMIS prior to or during a Contractor’s engagement. Hazardous Materials Due to the age of many of the buildings in which Contractors may be engaged to work, there is the potential to be exposed to hazardous material. Hazardous material encountered may include:

• Asbestos • Silica

• Lead-based paint • PCBs

• Mercury • Ozone depleting substances

Sodexo Contact and the Contractor will discuss and identify any risks associated to hazardous materials which may be encountered during the task during scope review. Where a risk is identified, it is the responsibility of the Sodexo Contact to ensure that the appropriate client contacts are notified prior to work commencement. Specific plans, notifications and risk mitigation methods may be required and guidance shall be sought from the General Manager. In certain cases, especially when dealing with asbestos, notification may need to be given to relevant government departments. De-energization Lockout/Tag-out All Contractors performing lockout duties will submit their Lockout policy to Sodexo for review, prior to commencing any work. This will ensure that all legislated requirements are met. It will be the responsibility of the Contractor to ensure that all authorized Employees have been adequately trained. Lockout requirements will be used when a system or pieces of equipment represent a potential hazard to life and property, and applies to all energy sources i.e. compressed air, hydraulics, steam, gravity, electricity, pipelines and vessels. The Lock/Tag-out procedures must be instituted prior to the maintenance or cleaning of all machinery/equipment, where the unexpected start-up could cause injury. Isolation Device Requirements When circumstances require the application of lockout procedures, the isolating device will be secured in the inoperative position by the use of SCISSORS and LOCKS and identification tags.

• Locks issued to an individual worker will be operable only by those workers key and by a master key for emergency use, which shall be securely kept by the workers' supervisor.






• Combination locks must not be used at anytime.

• Where locks are issued by Sodexo, the Contractor MUST attach a DANGER TAG identifying the individual’s name, company and date the lock was applied.

Lockout Procedures Each Contractor will establish an energy control program, including specific procedures, if Employees are required to perform services and maintenance on machinery or equipment where unexpected energizing, start-up or release of stored energy could occur and cause injury. The procedure will consist of:

• Energy Control Procedures;

• Shut Down and Restoration of Operations; or

• Forced Lock Removal.

If a lock is required to be removed by another person, the process Forced Lock Removal Procedure (OHSMS - Section 12, Appendix C) shall be followed by the Sodexo Contact.

The Sodexo Canada Lockout/Tagout Standard (OHSMS - Section 12) can be used for further information and clarification. It is the Contractors responsibility to request a copy of this document should it be determined that further clarification is required. Temporary Hook-Ups (Connections/Disconnections) It is the responsibility of the Contractor to ensure that all temporary hook-up and connections to sources including, but not limited too electricity, natural gas, propane and water are:

• Identified and isolated to prevent accidental injury or damage;

• Connected to or in accordance with the required specifications or codes;

• Communicate to all personnel; and

• In use for a minimum period of time only.

To ensure that temporary hook-ups or connections do not cause or contribute to an unsafe situation, the following conditions will apply.

• Contractor requiring a temporary hook-up will contact and inform the Sodexo Contact that a temporary hook-up is required;

• Sodexo Contact will investigate the situation and examine the need for the temporary hook-up;

• Sodexo Contact will issue and ensure that the temporary hook-up authorization is completed and signed by the person responsible for the temporary hook-up work;

• Only qualified Contractors will be allowed to make temporary hook-ups;

• Sodexo Contact will inspect the temporary hook-up to ensure that the work meets the required specifications and/or codes;

• The authorization is to be posted in the Sodexo Contact’s office.

The Contractor will ensure that colored tape or ribbon identifies the temporary hook-up and that the weatherproof tag contains the following information is attached to the temporary hook-up:

• Name of Contractor;

• Name of individual that completed the hook-up;

• Date of the hook-up; and

• Electrical hook-ups will be labeled at the panel and the receiving end tagged as above.






The Contractor will inspect and include all temporary hook-ups in weekly inspection reports. Disconnection of Temporary Hook-Ups The Sodexo contact will be notified prior to removal/disconnection of temporary hook-ups.

• The Sodexo contact will authorize the removal or disconnection of temporary hook-ups.

• A competent individual will do the removal or disconnection of a temporary hook-up.

• Upon completion of the removal of the temporary hook-up the person completing the work shall remove ribbon and identification tag.

• The Sodexo contact and the person completing the work will sign the temporary removal authorization form.

The Sodexo Contact will be consulted if additional information is required before attempting to work on any temporary hook-ups. Hot Work – Welding/Cutting — General Welding or allied process equipment must be erected, installed, assembled, started, operated, used, handled, stored, stopped, inspected, serviced, tested, cleaned, adjusted, carried, maintained, repaired and dismantled in accordance with the manufacturer’s specifications. Before a welding or allied process is commenced, the area surrounding the operation is inspected:

• all combustible, flammable or explosive material, dust, gas or vapour is removed; or

• Alternate methods of rendering the area safe are implemented.

All required measures must be taken to protect people from sparks, debris and other falling hazards if welding is to take place above ground level. An operator of an electric welding machine must not leave the machine unattended without removing the electrode. Appropriate welding and ground leads are used to fasten the electric supply cable securely. Gas Welding or Allied Process A regulator and its flexible connecting hose must be tested immediately after connection to a gas cylinder to ensure that there is no leak of the gas supply if a leak of the gas supply develops during gas welding or an allied process:

• the supply of gas must immediately shut off by the worker performing the welding or allied process, and

• The work is not resumed until the leak is repaired.

Welding Services Vehicles Any welding services provided from vehicles must comply with CSA Standard W117.2‐01, Safety in welding, cutting and allied processes with the exception of Clause G.2 (Cabinets) of Annex G of the Sodexo Hot Work Standard. Confined Space Sodexo Canada has a standard for confined space work. This standard shall be applied to all work being conducted on site by Contractors. Consult your Sodexo contact for a copy of this standard before you commence any work.






A confined space is an enclosed or partially enclosed space that: • is not primarily designed or intended for human occupancy • has a restricted entrance or exit by way of location, size or means • Can represent a risk for the for the health and safety of anyone who enters, due to one or

more of the following factors: o its design, construction, location or atmosphere o the materials or substances in it o work activities being carried out in it, or the o Mechanical, process and safety hazards present.

Prior to any confined/enclosed space work by Contractors, Sodexo’s Contact with consult from the EHS&S Department to ensure that the respective Contractors submit to Sodexo the following documentation:

• Confined Space Entry Program

• Confined/Enclosed Space Hazard Assessments relating to the work they are conducting

• Entry permits;

• Other work permits (i.e. hot work etc.);

• Safety meeting forms;

• Confined Space Entry Procedures (if not already developed by Sodexo);

• Confined Space Rescue Procedures (if not provided by a third-party external provider);

• Records of training.

If their work activities are not represented on the risk assessment, the Contractor must have a qualified person develop their own hazard assessment and written procedures based on their planned work activities within the space. In instances where Contractors have their own Confined Space Program and developed documentation, Sodexo’s Contact will review the Contractors’ documentation, including but not limited to: CSE Program, hazard assessments, and written procedures – for adequacy and appropriateness, prior to their entry into any confined/enclosed space. Sodexo will not be responsible for Contractor confined space training. All Contractors entering confined/enclosed spaces are required to have completed appropriate Confined Space Training/Education by a Qualified Person. Certification received from Contractors will be reviewed by the Confined Space Program Administrator prior to Contractors entering confined/enclosed spaces. Hoists, Cranes & Other Lifting Equipment All hoists and cranes operated by the Contractor will be done so in the means that they were designed for. It is the responsibility of the Contractor using a lifting device to ensure that all the applicable manufacture utilization guidelines and local legislative requirements are followed. Chain Inspection and Lifting Devices Contractors will perform and document visual inspections of chains and lifting devices to ensure the soundness of the device prior to use. All damaged equipment will be tagged, locked out and removed from service.






Trenching and Excavation All trenching and excavation work shall be approved in advance by the Sodexo contact and the Sodexo General Manager. The work shall be conducted in accordance with relevant Regulatory Standards. All Underground Locates must be conducted prior to work. Protection of the Environment Sodexo has a series of standards that relate to the environment. These standards align expectations of Sodexo, Air Canada and the various regulatory bodies that protect the environment. General

• There can never be an environmental near miss; • Any uncontrolled, unplanned or accidental release of a substance into the environment

will be considered an environmental incident and will be reported immediately; • Any release of a substance that will or is known to cause environmental damage will be

considered an environmental accident and applicable actions must be taken; • Contractors will be knowledgeable of and comply with all environmental laws, rules and

regulations for materials, including hazardous substances or wastes, under their control; • Contractors will not dump, release or otherwise discharge or dispose of any such

material, unless they have the necessary permits and authorization from the necessary institutions;

Releases Any release of a hazardous substance to the environment whether air, water or ground must be reported to the Sodexo contact immediately. When a release resulting from Contractor action occurs, the Contractor will take proper precautionary measures to counter any known environmental or health hazards associated with the release. These include, but are not limited to;

• Remedial procedures such as spill control, containment, decontamination, and • Notification to the proper authorities.

The Contractor, depending on the type or quantity of materials being used, may be required to have an emergency plan for any release of materials to the atmosphere. Water Pollution Where materials under the Contractors control could be discharged into water systems (ground water, surface water, drains etc.), The Contactor will be aware of and comply with relevant environmental laws and regulations and take appropriate measures to ensure work materials and wastes are contained. Contractor will obtain any necessary permits for materials under his control. These permits include, but not limited to, water discharge permits, publicly owned treatment works contracts. Hazardous Waste Hazardous materials are clearly defined in Canada under the following pieces of legislation:

• Transportation of Dangerous Goods Act and Regulations

• Hazardous Products Act

• Controlled Products Regulations (WHMIS) • Contractors are expected to handle hazardous waste in a manner which will not affect

people or the environment and dispose of this material in an appropriate fashion.






In addition, the Contractor will observe and enforce the following requirements: • All Contractor Employees will be trained in the correct handling and disposal techniques

of waste hazardous material • Contractors will maintain manifest records and reporting systems on all hazardous waste

disposals under the Contractor control as per relevant Federal and Provincial laws • Contractors will have emergency and contingency plans for hazardous waste under the

Contractors control Express authorization of Sodexo will be obtained prior to off-site disposal of any hazardous waste materials under the Contractors control. Hazardous waste will be taken to an approved disposal site and copies of manifest will be provided to the Sodexo Contact. Clean Fill Where a Contractor is in charge if supplying fill for a site, the Contractor will submit certificates ensuring that fill is clean and non-contaminated.