contractor ohs management - city of kingston · contractor ohs management ... safe work method...

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Policy No OHS-009 Policy Type CEO Approved – August 2010

John Nevins CEO

Revision and version

Revised August 2010 Ver: 1.1

Review Date 01 February 2013

Contractor OHS Management

PURPOSE & INTENT The purpose of this procedure is to document the process to be used by Kingston City Council in selecting, engaging and supervising contractors, commissioned by the Council, to ensure that all work undertaken by contractors complies with OHS legislative requirements. This policy shall be considered the minimum OHS requirements for all quotations.

SCOPE This procedure applies to all Kingston City Council employees, contractors and volunteers

DEFINITIONS Contractor means the organisation or person, contracted to provide work, goods or services to Kingston City Council. Note: In Kingston’s Aged Care Facilities a Contractor includes any person procured by Kingston to conduct work within the facility on behalf of a resident of that facility.

Construction work means any construction work performed in connection with the construction, alteration, conversion, fitting out, commissioning, renovation, refurbishment, decommissioning or demolition of any building, structure or similar activity. It does not include routine or minor testing, maintenance or repair work performed in connection with a building or structure.

Hazard means something with the potential to cause injury or damage

High Risk Construction Work means construction work involving:

• falls of more 2 metres;

• demolition;

• removal or disturbance of Asbestos;

• structural alterations requiring temporary support to prevent collapse;

• work on telecommunications towers;

• work in confined spaces;

• a trench or shaft deeper than 1.5metres;

• a tunnel;

• the use of explosives;

• work on or near pressurised gas distribution mains or piping;

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• work on or near energised electrical installations or services;

• tilt-up or pre-cast concrete;

• work on or near an area that may have a contaminated or flammabe atmosphere;

• work on or adjacent to roads or railways,

• movement of powered mobile plant;

• artificial extremes of temperature; or

• work in, over or adjacent to water or other liquids where persons could drown.

Major Contract means a contract that is of high risk or is of a complex nature or exceeds 12 months duration (at a Kingston managed or controlled workplace) or is construction work.

Minor Contract means any contract not determined to be a major contract.

Risk means the chance of something happening that will have an impact on the achievement of Council’s objectives. Risk is measured in terms of consequence and likelihood;

Relevant Manager means the Operational Level 3/Departmental Manager who has overall responsibility or his/her delegate for the purpose of this policy (such as team leader or coordinator or direct supervisor).

Risk Assessment means the overall process of risk identification, risk analysis and risk evaluation.

Risk control measures means a process, policy, device or practice or other action that acts to minimise negative risk or enhance positive opportunities

Safe Work Method Statement [SWMS] means a document that lists the types of high risk work being performed identifies the health and safety hazards, describes how those hazards will be controlled and who is responsible for implementing the risk controls. Although specifically required for high risk construction work, SWMS’s must also be prepared for any work activity involving significant health and safety risks.

Service Providers (including Consultants and Suppliers) means persons who provide an ongoing or one-off low risk service which may include a person who provides a delivery service to Kingston.

Sub Contractor means an organisation or person, contracted to provide work, goods or services to a contractor.

Superintendent or Superintendents Representative (Supervisor) means a Contract Manager or Project Manager or other person who has charge of a contract or who has authority over a contractor. A Superintendent or Superintendents Representative is someone who has knowledge, training, and experience to organize work and determine performance criteria; is familiar with the application of contractor management and has some knowledge of potential or actual risks in regard to health and safety in relation to the work being performed.

Supervision means under observation or under the direction of a superintendent or overseer; management by overseeing the performance or operation of a person or group. Supervision is a process to guide, support and assist contractors to carry out their duties and assigned tasks so as to achieve planned organisational goals and directives.

RESPONSIBLE EXECUTIVE General Manager, Organisational Development and Governance

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CONTACT OFFICER OHS Coordinator or Safety and Risk Management Officer

RELATED DOCUMENTS • Occupational Health & Safety Act 2004

• Occupational Health and Safety Regulations 2007

• Kingston’s Contracts Manual

• Managing Contractor Health and Safety Risks – Guidelines for Local Government

• Australian Standard AS 2124 -192

• Contractor Construction Site Inspection Checklist TRIM No. 09/105196

DELEGATION AUTHORITY Financial Delegations: Purchasing Delegation - Internal [TRIM Number 08/98267]

EXEMPTION Nil

POLICY STATEMENT Kingston City Council recognises its obligations under relevant Victorian OHS legislation in relation to contractors and sub contractors engaged by the Council.

Kingston City Council Contractor Management staff will actively plan, assess, manage, control and supervise all aspects of contractor activities for the duration of a contract.

PROCEDURE

1. Responsibilities

1.1. Relevant Managers and Team Leaders Responsible for ensuring contractors and sub contractors are assessed by Superintendents in accordance with this procedure and for ensuring the selection of a contractor, with appropriate OHS systems, is in compliance with OHS legislation.

1.2. Superintendent Responsible for the supervision, inspection and auditing of contractors and sub contractors and for ensuring all new contractors undertake induction training.

Additionally the contract superintendent is responsible for liaising with, and providing information to the relevant Kingston Managers/Team Leader responsible for the services which are undertaken at the Kingston workplace where the contractor will be undertaking the proposed works.

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1.3. Performance Planning Unit Responsible for providing assistance to the Superintendent and others in matters relating to specialist OHS or risk management advice

2. Overview of Process The contract process in regard to the OHS requirements of a contract can best be determined by breaking the process down to three distinct components.

1. Determining the Hazards and Classifying the Contract (see section 3 below)

2. Assessing the Contractor (see section 4 below)

3. Supervising the Contractor (see section 5 below)

3. Determining the Hazards and Classifying the Contract Important: The Superintendent must first classify any contract as Major, Minor or Service Provider.

3.1 Provision of Hazard Information to Contractors Prior to the Contractor commencing any works the Superintendent must determine the scope of the contract works and alert the contractor to any known or potential hazards associated with the proposed works. The identified hazards shall form a part of the tender documents.

3.2 Criteria for the classification of Major and Minor Contracts Contracts will be classified as Major or Minor depending on the following criteria:

3.2.1 Level of Risk Contracts involving high risk activities must be classified as a “major” contract. Therefore Kingston has an obligation to insist on more sophisticated management systems when engaging Contractors to perform hazardous work. Such work may involve:

• Working in confined spaces

• Working at heights

• Demolition work

• Working with asbestos

• Work involving the use of Sub contractors

• Work involving significant hazards to the public

• Supply of Community Services

• Working on roads

• Trenching

• Working on or around water

• Working in isolation

• Working with Electrical Installations

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Contractors or sub contractors, who undertake this type of work on a regular basis, should be expected to be familiar with concepts such as Health and Safety Coordination Plans, risk assessments and other requirements for Major Contracts.

3.2.2 Level of Complexity If a contract involves the use of sub contractors the Superintendent must ensure that suitable systems of selection and supervision must apply to the use of sub contractors. Where the Superintendent believes the use of sub contracted labour is likely, the contract must be classified as a Major Contract.

3.2.3 Duration of Contract Contracts that extend beyond 12 months where the work is undertaken at a Kingston managed or controlled workplaces are considered sufficiently large to expect that Contractors have formalised OHS management systems, which reflect the type of work they are performing. Longer-term contracts are to be classified as Major Contracts

3.2.4 Regulatory Requirements The OHS Regulations 2007 Part 5.1- Construction, place requirements on certain types of works. Contracts involving High Risk Construction Work will in all instances be deemed to be Major Contracts.

3.3 Requirements for Major Contracts Contractor OHS requirements and responsibilities must be clearly and unambiguously specified in tender documents.

The following must be incorporated into specification and contract documentation:

3.3.1 Health and Safety Management System Questionnaire All Contractors must complete Kingston’s OHS Management System Questionnaire as part of the tendering process for major contracts.

Where quotations are being requested the Superintendent must ensure that the OHS questionnaire (attachment 1) is included in the quotation documentation.

The questionnaire is designed to examine the status of the contractors OHS systems and their ability to meet Kingston’s OHS standards and to ascertain if the contractor is in compliance with State OHS Legislation

3.3.2 Project Risk Assessment Contractors engaged by Kingston shall be required to complete a project risk assessment prior to commencing any works. Contractors are required to identify specific OHS hazards associated with the contract works and the methods they will adopt to adequately control any OHS risks.

3.3.3 Project OHS Coordination Plan For long term contracts of 12 months or more or contracts covered by the OHS Regulations 2007 Part 5.1 contractors will be required to prepare, communicate and maintain an OHS coordination plan specific to the contract works.

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The plan will include:

• Names and positions of those with specific OHS responsibilities

• Description of how OHS will be coordinated including management of incidents

• Any site rules and how they will be communicated

3.3.4 Project Signage For contracts covered by the OHS Regulations 2007 Part 5.1, the contractor must display signage that is clearly visible from outside the workplace where the construction work is being performed; the signage must show the name and contact telephone numbers of the principal contractor.

3.4 Requirements for Minor Contracts The Superintendent must ensure that a minor contractor has completed the Kingston OHS Management System Questionnaire prior to engaging any contractor.

For minor contract works, the Superintendent shall ensure that the contractor:

• Completes a project risk assessment prior to commencing (for specific works that may pose a significant risk to OHS);

• Holds all current licences and/or qualifications as required;

• Performs work on site in a safe manner;

• Maintains plant and equipment to an appropriate standard;

• Performs works in accordance with appropriate legislation and standards;

• Documents and maintains a Safe Work Method Statement for the task

3.5 Service Providers Legislation requires Kingston to provide a safe working environment for all persons visiting any Kingston workplace.

Some people engaged to perform work at Kingston can be considered to be low risk and as such the OHS Management System Questionnaire does not need to be completed for this classification of work. This type of work will be deemed to be Service Providers.

3.5.1 Examples of low risk service providers are; • Mail deliveries by Australia Post Employees

• Person(s) who deliver lunch for meetings

• Person(s) who test Kingston’s Emergency Warning systems

Kingston must still provide a safe workplace for the types of service providers listed above including adequate instruction, information and supervision so as to ensure that their health and safety is not at risk while on Kingston’s premises.

In addition, persons who are contracted to conduct training sessions at Kingston workplace’s or who are contracted to provide a low risk consultancy service are also considered to be service providers, however due to the duration of time this group are

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likely to be working at a Kingston premises, this type of service provider should go through a Kingston induction process.

Any person or group who engages in any work for Kingston that is more complex in nature or is of a higher risk, than that listed above must be considered, at a minimum, as a minor contractor

3.6 Legal Requirements – All Contractors All contractors regardless of whether the contract is major, minor or a service delivery must comply with all Victorian OHS Legislation, Compliance Codes, relevant Standards and Kingston Policies

4. Assessing the Contractor

4.1 Assessment for the Selection of Contractors OHS issues must be considered as part of the selection criteria for contractors. A Contractors’ capability to perform the specific works or services in a safe manner must be evaluated.

This process will involve the review of;

• Hazards identified by the Superintendent in the works specification tender documentation

• Kingston’s OHS Management System Questionnaire;

• Project OHS Plan

• Project Risks

• Contractor OHS documentation.

The contractor or sub contractor must not be permitted to commence work until the project risk assessment and/or project OHS plan has been reviewed and approved by the Superintendent.

4.2 Approved Contractor for OHS Purposes Once a contractor has successfully undergone Kingston’s OHS selection process they are deemed to be an “approved” contractor for the purposes of OHS. Approval shall initially be for 12 months subject to the contractor sustaining a satisfactory level of OHS performance during the 12 month time frame. Subsequent approvals can be for up to 2 years in duration. However an ‘approved contractor’ will still be required to submit job/site specific safety plans, risk assessments and safe work method statements for every contract.

A Contractor who has been approved for major contracts is also approved for minor contracts.

A Contractor who has been approved for minor contracts is not approved for major contracts

If a Contractor commits a breach of any aspect of this policy they must be removed from the approved list and prevented from tendering for any future work until the breach has been rectified.

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4.3 Induction All contractors who are engaged by Kingston must complete a formal induction session in relation to OHS. The extent of the induction shall be determined for each contract but as a minimum the induction must include:

• An overview of the Kingston’s OHS system, including relevant policies and procedures;

• Review of Kingston’s hazards, risk assessments and control measures

Details of all Contractor personnel that have been inducted must be recorded on the Contractor Induction Form

Contractors engaged by Kingston where the Contract is deemed to be a Major Contract must comply with the OHS Regulations 2007 (reg 5.1.19 and reg 5.1.20) in relation to inducting their own employees prior to beginning any work in relation to a contract at a Kingston site.

5. Supervising the Contractor

5.1 Contractor Supervision Kingston recognises its obligation to monitor, supervise and audit the activities of contractors and sub contractors in relation to OHS. Supervision and auditing of contractors and sub contractors by the Superintendent must be undertaken to ensure:

• Compliance with the Kingston’s OHS policies and procedures;

• Conformance with the project risk assessments, safe work method statements and OHS plans;

• Compliance with OHS legislation, Codes and Standards.

Auditing of contractors shall be conducted on a scheduled and random basis.

The extent of supervision will depend on a number of factors associated with the works including:

• Nature of hazards/risks;

• Level of interaction with other parties;

• Duration of contract; and

• High risk tasks.

5.2 Extent of Supervision Superintendents shall determine the supervision requirements for each contract and ensure there is appropriate monitoring of contractors’ safety performance by:

• Undertaking regular workplace inspections;

• Reviewing OHS documentation (inspection and incident reports); and

• Reviewing OHS performance at any contract review meetings.

• Maintaining notes on supervisory visits and discussion with the contractor

Where a breach of Health and Safety is identified, the Superintendent shall notify the contractor. Where an issue is considered to be significant in terms of serious injury or loss of

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life, the Superintendent may suspend the work until the issue is adequately resolved, or consider termination of the contract.

Non Conformances shall be recorded on the Non Conformance Report Form by the Superintendent and a copy shall be provided to the Contractor.

Upon correction, the Superintendent shall verify that the Health and Safety issue has been satisfactorily resolved.

A copy of any Non Conformance report must be attached to the Contractors file.

6. Training for Kingston Employees 6.1 Superintendents and any other Kingston employees who have a responsibility for managing any aspect of contractors must be appropriately trained to enable them to perform their responsibilities as outlined in this policy.

6.2 Managers must decide what aspects of safety management their superintendents will control in relation to a particular contract and then provide the necessary training for those superintendents in line with their designated responsibilities.

6.3 Training for superintendents should include at least the following health and safety topics:

• management and implementation of hazard identification, risk assessment and

• appropriate control measures

• an overview of OHS management systems used by contractors

• conducting inspections, non compliance with OHS and corrective actions.

• documentation control including note taking

• consultation with contractors and relevant Kingston staff who maybe affected by the works

• management of emergency situations.

• dealing with WorkSafe Inspectors and Investigators

DECISION GUIDELINES Further Explaining in relation to Service Providers

Service Providers is a term not normally used in contract management, but in consultation with staff it became apparent that short term low risk providers of services to Kingston did not necessarily meet the criteria of minor contractors primarily, due to the one-off nature of the service or due to the very low risk environment in which they might work at Kingston.

Further examples of Service Providers are;

• Couriers who may be collecting a package from Kingston

• A Company representative who is on a Kingston premises to demonstrate software or a computers system

• A person or contractor delivering tender quotations, plans or specifications

• Facilitators of Forums or Training sessions

• Consultants attending office based meetings

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• Photocopy or printer service technicians

While it is not necessary to treat the above as a minor contractor it is imperative that Managers and Team Leaders fully understand that Kingston has an obligation to provide a workplace that is safe and without risks to the health of service providers.

As a general rule if a service provider is going to be in a Kingston workplace for up to 4 hours consideration should be given to informally inducting that person into Kingston i.e. explaining warning sounds, pointing out fire exits and assembly areas

However if the service provider is to be in a Kingston workplace for a full day it will be mandatory to fully induct that person into Kingston i.e. explanation of relevant OHS policies and procedures along with an overview of the workplace including fire exits, amenities and any local OHS issues.

TRANSITION/TRANSLATION ARRANGEMENTS Nil

ATTACHMENTS • OHS Management System Questionnaire

• Hazards Identified (Notice to Contractor)

• Contractor Induction Form

• Non Conformance Report Form

• Contractor Construction Site Inspection Checklist

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ANNEXURE

Evaluation process flow chart

Assessment of Contractors OHS

Management System

• Review OHS Management System Questionnaire

• Examine Documents • Verify Systems • Interview Contractor

Select Contractor Contractor to develop:

• Risk Assessment / SWMS [ALL CONTRACTS] • Health and Safety Plan [MAJOR CONTRACTS ONLY]

Review Contractor’s documented Risk Assessment / SWMS

Review Contractor’s Health and Safety Plan

Contractor to modify Risk Assessment/

Health and Safety Plan

Approve Health and Safety Plan

Contractor approved to commence contract

Yes

No

Guidelines for the Review of Risk Assessment / SWMS

Guidelines for the Review of Health and Safety Plans

Guidelines for the Review of Contractor’s OHS

Management System

Source Documents

Contract OHS System Approval

Documents acceptable?

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Attachment 1: Kingston OHS Management System Questionnaire Classification of contract according to the Kingston’s OHS Contractor Policy (To be completed by Kingston Superintendent):

Major

Minor

Kingston City Council OHS Management System Questionnaire

For Contractors Name of Company: .............................................................. Address of Company: .....................................................……… Name of Kingston Superintendent (Contract Manager) ……………………………………… This questionnaire forms part of Councils contractor evaluation process and must be completed by the prospective contractor and submitted with their tender documentation. The objective of the questionnaire is to provide an overview of the status of the contractors OHS management system. Questions must be answered in full, unanswered questions or lack of supporting documentation will cause the questionnaire to be returned to the Contractor. Contractors submitting tenders or quotations will be required to verify their responses in the questionnaire by providing evidence of their ability and capacity, to a level indicated in the 'Explanation' notes. ALL CONTRACTORS TO NOTE: BLANK DOCUMENTS WILL NOT BE ACCEPTED AS EVIDENCE

Declaration

I declare the information provided in this questionnaire is an accurate summary of the company’s occupational health and safety management system.

Company (Contractor) Name:

......................................................................................................................................

Name: ....................................................... Signed: ........................................................

Position: ..................................................... Date:...........................................................

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Yes No

1 OHS Policy and Management

1.1 Has the Contractor had their OHS management system formally reviewed and approved by the City of Kingston within the previous 12 months?

q q

If Yes, provide details: (e.g. contract No :) ..............................

If answering Yes above, go directly to question 6.

1.2 Does the Contractor have an OHS Management System certified by a recognised independent third party (eg: SafetyMAP, AS4801)?

q q

If Yes, provide copy of a current certificate:............................ If answering Yes above, go directly to question 6.3

Explanation

Certification demonstrates that the company meets standards set by a certifying body that the contractors OHS system has been verified by an independent third party - certification is not a mandatory council requirement. Examples of OHS certification include:

• SafetyMAP • Australian Standard AS4801- Occupational Health & Safety

Management Systems • NSCA 5 Star System • ISR System • CCF – Integrated Management System

Certificates must be current and a copy must be attached to this questionnaire.

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Yes No

1.3 Is there a written health and safety policy? q q

If Yes, provide copy of policy: ...............................................

............................................................................................

Explanation

The policy provided by the contractor must: • be signed by the CEO or equivalent • outline clear statement of objectives • show commitment to improve performance • be relevant to company operations • be reviewed on a regular basis

1.4 Is there an OHS Management System manual or plan? q q

If Yes, provide copy.

Comments: .........................................................................

............................................................................................

Explanation

The contractor OHS Manual or Plan should include as a minimum: • occupational health and safety policy (signed and dated) • management OH&S responsibilities • general occupational health and safety procedures • safe work procedures relevant to the company operations • public safety procedures • induction and training procedures • issue resolution and OHS consultation mechanisms

1.5 Are health and safety responsibilities clearly identified for all levels of staff?

q q

Provide details: ....................................................................

............................................................................................

Explanation

Health and safety responsibilities must be documented and comprise: • OHS responsibility statements • part of employee’s job description • part of formal and informal performance appraisal

Line managers and supervisors should be formally held accountable for health and safety performance of their employees.

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Yes No

2 Safe Work Practices and Procedures

2.1 Has the Contractor prepared safe operating procedures or specific safety instructions relevant to its operations?

q q

If Yes, provide copies of all relevant procedures.

Comments: ..........................................................................

............................................................................................

Explanation

The contractor must be able to demonstrate safe work procedures which:

• are relevant to company operations • contain a description of the tasks and associated hazards • outline control measures and methods to minimise health

and safety risks (Safe Work Method Statements [SWMS]) • make reference to any relevant Legislation, Codes of Practice

or Australian Standards

2.2 Does the Contractor have any permit to work systems? (Not required to be answered for Minor Contracts)

q q

If Yes, provide copies or examples of the permits (blank permits will not suffice) …………………………………………………………..

Explanation

Where required, the contractor must be able to demonstrate safe work permits for the following types of work:

• work in confined spaces (Confined Space Entry Permits) • hot work (Hot Work Permit) • lockout permits (plant, electrical systems, steam)

2.3 Is there a documented incident investigation procedure?

(Blank Documents will not be accepted as evidence)

q q

If Yes, provide a copy of a standard incident report form: .......

............................................................................................

Explanation

Contractors must be able to provide evidence of the following: • incident report and investigation form • incident investigation procedure • evidence of three (3) completed investigations

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Yes No

2.4 Are there procedures for maintaining, inspecting and assessing the hazards of plant/Equipment operated/owned by the Contractor?


q q

Provide details: ....................................................................

............................................................................................

Explanation

Where required, contractors must be able to demonstrate evidence of safe systems of work for tasks involving plant. Evidence may include:

• documented risk assessments for relevant plant, including: - compatibility and certification of any attachments to plant

/ equipment - methods to prevent the risk from powered mobile plant

working in close proximity to, people, equipment, structures, utilities and water [SWMS]

• copy of plant operator licences, permits • register of plant • plant maintenance records • plant inspection forms • pre-start daily safety inspection forms for plant • plant fault reporting system and forms • Electrical Tagging and Testing

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2.5 Are there procedures for identifying, assessing and controlling risks associated with working at heights (greater than 2m)? (Not required to be answered for minor contracts)

q q

If Yes, provide details: ..........................................................

............................................................................................

Explanation

Where required, contractors must be able to demonstrate evidence of safe systems of work for tasks involving work at heights. Evidence may include:

• documented risk assessments / safe work method statements that include working at height hazards

• systems used to control working at height hazards (eg: guard rail systems, scaffolding, scissor lifts, elevated work platforms, fall restraint / arrest systems etc) [SWMS]

• emergency procedures for administering first aid and rescuing persons who may be injured when working at height

• Relevant training documentation

Yes No

2.6 Are there procedures for storing and handling Hazardous Substances and Dangerous Goods?

q q

Provide details: ....................................................................

............................................................................................

Explanation

Contractors must be able to demonstrate evidence of safe systems of work when storing and handling Hazardous Substances and Dangerous Good. Evidence may include:

• manifest or register of chemicals used by the company • Material Safety Data Sheets for chemicals used • documented risk assessments / safe work method

statements that include hazardous substances/ Dangerous Goods

• asbestos control plans • safe handling procedures, including personal protective

equipment • relevant training documentation

2.7 Are there procedures for identifying, assessing and controlling risks associated with manual handling?

q q

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............................................................................................

Explanation

Contractors must be able to demonstrate evidence of safe systems of work for tasks involving manual handling. Evidence may include:

• documented risk assessments / safe work method statements that include manual handling hazards

• systems used to control manual handling risks (eg: lifting aids, work procedures)

• Relevant training documentation

3 OHS Training

3.1 Describe how health and safety training is conducted in your organisation.

............................................................................................

............................................................................................

3.2 Is a record maintained of all training and induction programs undertaken for employees in your organisation?


q q

If Yes, provide copies of all OHS training records: ..................

............................................................................................

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Yes No

3 OHS Training (cont…)

Explanation

Contractors must be able to demonstrate evidence of training and induction programs. Evidence may include:

• records of training and competencies of employees/Contractors (licences, permits, certificates)

• records of first aid training / CPR • records and competencies of ‘on the job’ training • records of communication in regard to daily hazard/risk

discussions such as tool box meetings or similar • construction industry (formerly known as red card) induction

cards where required, and / or company induction training programs

4 Health and Safety Workplace Inspection


4.1 Are regular health and safety inspections at worksites undertaken?

q q

Provide details: ....................................................................

............................................................................................

Explanation

Contractors must be able to provide evidence that the workplace is regularly inspected for hazards. Evidence may include:

• workplace inspection schedules • completed inspection reports • types of inspections undertaken

4.2 Are standard workplace inspection checklists used to conduct health and safety inspections?

(Blank documents will not be accepted as evidence)

q q

If Yes, provide copies of the three most recent inspections:

............................................................................................

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4.3 Is there a procedure by which employees can report hazards at workplaces?

(Blank Documents will not be accepted as Evidence)

q q

Provide details: ....................................................................

............................................................................................

Explanation

Contractors must have a system in place so that employees can report hazards in the workplace. Evidence that will be considered includes:

• documented hazard reporting procedure and forms • completed hazard reports

Yes No

5 Health and Safety Consultation

5.1 Is there a workplace health and safety committee? (Not required to be answered for minor contracts)

q q

Comments: ..........................................................................

............................................................................................

Explanation Employees may be consulted in a variety of ways, including setting up a health and safety committee or by holding regular meetings, e.g. toolbox meetings. Under the OHS Act, a Health & Safety Committee must be established if requested by an elected Health and safety Representative. Employees (including any health and safety representatives if any) must be consulted when deciding on the membership of the committee. Evidence may include:

• OHS consultation procedures stating how employees will be consulted on OHS issues and the structure of committee

• Committee meeting schedules • minutes of Committee / toolbox meetings

5.2 Are employees involved in decision making over OHS matters? (Not required to be answered for minor contracts)

q q

Provide details: ....................................................................

............................................................................................

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Explanation Contractors are required to consult with their employees [including Health & Safety Representatives (if applicable) and sub-contractors] when making decisions about health and safety issues that directly affect their employees. Evidence may include:

• OHS consultation procedures stating how employees will be consulted on OHS issues

• Issue resolution procedures • Copies of minutes of committee / toolbox meetings

5.3 Are there employee elected health and safety representatives? (Not required to be answered for minor contracts)

q q

Comments: ..........................................................................

Explanation Under the OHS Act, if requested by an employee, the employer must establish a Designated Work Group (DWG). Employees then elect a Health & Safety Representative (HSR) to represent them on health and safety issues. Evidence may include:

• list of employee Health and Safety Representatives • documented procedures for consultation and dissemination

of information • employee involvement in inspections, accident

investigations

Yes No

6 OHS Performance Monitoring

6.1 Is there a system for recording and analysing health and safety performance statistics? (Not required to be answered for minor contracts)

q q

Provide details: .................................................................................

............................................................................................

Explanation Evidence may include:

• reports on company health and safety injury trend data • performance targets established (eg: number of lost time

injuries, person days lost, inspections completed etc)

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6.2 Are employees regularly provided with information on health and safety performance? (Not required to be answered for minor contracts)

q q

Provide details: ......................................................................

............................................................................................

Explanation Contractors should be able to provide evidence that employees are provided with information on company OHS performance. Evidence may include:

• records of who receives reports • types of reports produced • toolbox meetings where company OHS performance is

discussed

6.3 Has the Contractor ever been charged or convicted of an occupational health and safety offence or are currently being prosecuted or had Prohibition Notices, Improvement Notices or Provisional Improvement Notices served on the company?

q q


............................................................................................

Explanation Where a contractor has been charged or convicted of an OHS offence, or are currently facing prosecution and / or notices have been issued, the Contractor must provide information regarding:

• The nature and circumstances of the incident • Any Prohibition and / or Improvement Notices issued by

WorkSafe • Any Provisional Improvement Notices issued by Health &

Safety Representatives • The corrective action/s undertaken in response to the

conviction and / or issue of notices

Yes No

6.4 Does the Contractor consider health and safety when selecting sub-contractors?

q q

If Yes, provide evidence: ..........................................................

............................................................................................

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Explanation When used, contractors must be able to demonstrate evidence that they have assessed sub-contractors OHS management systems.

7 References

7.1 All contractors must provide details of the 3 (three) most recent contracts completed by the company. Leaving this section blank will not be accepted

Contract 1 Contract 2 Contract 3

Contract Description

Client

Contact

Phone No

Number of lost time injuries

Number of person days on contract

Total days lost due to injuries

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Attachment 2: Hazards Identified (Notice to Contractor)

CONTRACT DESCRIPTION:

CONTRACT / QUOTATION No.: TERM OF CONTRACT:

SITE / LOCATION OF WORKS:

SCOPE / DESCRIPTION OF WORK TO BE PROVIDED BY CONTRACTOR:

TYPES OF WORKPLACE HAZARDS (Superintendent to select relevant hazards from list)

Hazard Types

Overturning of plant Crushed by object/s Struck by object/s Striking object/s Vehicle traffic Falling from height Electrical Fire Explosion

Chemicals Public safety

Toxic gases / fumes Drowning Suffocation Confined spaces Excavation / trenching Asbestos High / Low temperatures / objects Radiation (sun) Synthetic Mineral Fibre (SMF) Manual handling Cutting / Stabbing / Puncturing

High Pressure Fluid Slipping / Tripping Noise Vibration Fatigue Biological Animals Occupational violence Lighting Environment

Tender / Quotation Hazard Identification undertaken by:

Name:…………… Position:…………………………… Date.................

This document forms an attachment to Kingston’s OHS Contractor Policy Kingston Superintendents will identify potential hazards associated with the contract and provide a copy of this form to the contractor with the tender/quotation documents.

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Superintendent to complete Contractor to complete

Hazard Types Explanation (How could persons be exposed to the hazard?) Hazard applicable

Yes / No

Hazard Identification reviewed by (Contractor to complete) Name of Contractor:………………………………………………….. Signature:……………………………………………………… Date: …………

Note: The successful Tenderer will be required to conduct a risk assessment / Safe Work Method Statement for all hazards identified and submit to the relevant City of Kingston Contract Superintendent prior to the commencement of work.

The hazards indicated above have been identified by the relevant City of Kingston Superintendent to assist contractors in identifying potential hazards associated with the proposed works. (The list is not exhaustive and does not claim to include all Hazards).

• The Superintendent will: ⇒ Provide a brief explanation below how persons could be exposed to the identified hazards

• Contractors will: ⇒ Review the list of hazards identified and indicate whether they are relevant to the work to be performed by placing a ‘Yes’ or ‘No’ in the

appropriate columns. ⇒ Include any additional hazards they have identified that may be associated with their activities. Contractors should sign the form and

submit with their tender / quote.

TRIM Number: 09/102841

Attachment 3: Contractor Induction Form Person conducting the Induction …………………………………………………….

Work Team/Department? …………………………………………………………….... Contractor: ............................................... Contract: .............................

Contractors Representative: ............................................................................

Date of Induction: ...... / ..... / .......

Tick relevant items covered in induction

Please tick ü Yes No N/A Comments

1. Copy of Kingston’s OHS Policy o o o

2. Discuss (or provide copies) of relevant Kingston’s OHS procedures and forms

o o o

3. Discuss/provide copy of Contractor OHS Policy

o o o

4. First Aid kits and procedures o o o

5. Emergency and Evacuation Procedures

o o o

6. Amenities o o o

7. Project Risk Assessment o o o

8. Site specific rules and signage o o o

9. Project OHS Plan & Site Rules o o o

10. Site Entry/Access/Egress 11. Incident/Hazard Reporting

o o

o o

o o

Name Signature Name Signature

TRIM Number: 09/102841

Attachment 4: Non Conformance Report Form Important: This document MUST be kept on the Contractors file

Contractor: Kingston Representative: Contract/Company Name: Contract No: Contractor’s Representative: Telephone: Fax: Telephone: Fax: Signature: Date: Signature: Date:

Details of Non Conformance Action(s) Required Completion

Date

Verification of Completion (Signature)

Comments:

Attachment 5: Contractor Construction Site Inspection - Checklist This checklist is to be used for contractors engaged in construction work 1. The Contract Superintendent should complete this checklist as is necessary and as determined by the level of risk of the contract (but must as a minimum be completed for every contract al least once) 2. Once completed this checklist must be kept on the contractors file

Note: Where an item is not provided but is a required item, or when an item is listed as ‘poor’ or defective then a Non-Conformance report must be submitted to the contractor

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ITEM DESCRIPTION YES NO N/A GOOD POOR

0.0 CONTRACT DOCUMENTS 0.1 SWMS or equivalent completed for all jobs 0.2 Hazard Identification and Risk Assessment or equivalent

completed for relevant tasks

0.3 Tool Box talks carried out prior to commencement of shifts 0.5 Is Contractor signage and site warning signs displayed at

all entrances to the site

1.0 PERSONNEL SAFETY 1.1 Eye protection available, used, and in good condition. 1.2 Hearing protection available, used, and in good condition. 1.3 Clothing and footwear (include jackets, hats, gloves, etc.). 1.4 First Aid equipment available and fully stocked. 1.5 Fire fighting equipment available, current and correctly

placed.

2.0 HOUSE KEEPING 2.1 Materials stacked safely 2.2 Access and exits clearly defined. And clear of obstruction 2.3 Tripping hazards removed or barricaded. 2.4 Slipping hazards rectified. 2.5 Rubbish removed regularly. 2.6 Spills cleaned up. 2.7 Wastes disposed of in accordance with statutory

requirements.

2.8 Are Star Piquet’s and Starter Bars fitted with protective caps

2.9 Are all open holes protected

3.0 TRAFFIC AND PUBLIC SAFETY 3.1 Adequate advance warning of works, location and

detours.

3.2 Provision of safe guidance for traffic (including pedestrians and cyclists) in accordance with standard procedures, through and around working areas, day and night.

3.3 Provision of barriers to protect the public. 3.4 Adequate devices and personnel to temporary halt or

divert traffic.

3.5 Compliance with other required procedures (e.g. Road Opening Permit, Permit to Work, etc.).

3.6 Is temporary fencing provided and adequate 3.7 Is there adequate security to prevent unauthorised

personnel entering the sit

3.8 Is there sufficient Parking for Contractors and their employees

4.0 HAZARDOUS SUBSTANCES AND DANGEROUS

GOODS

4.1 All chemicals on site have MSDS’s. 4.2 Chemicals labelled correctly.



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ITEM DESCRIPTION YES NO N/A GOOD POOR 4.3 Chemicals correctly stored to prevent spillage. 4.4 Chemicals and containers disposed in a safe and

appropriate manner.

4.5 MSDS’s located with the chemical 4.6 All necessary items available for treatment of spillages. 4.7 All operators trained in use of the chemicals, and trained

in the provision of first aid to level 2 standard

4.8 Dangerous Goods signs installed as required. 4.9 Gas cylinders stored as required.

5.0 FIRE PROTECTION AND PREVENTION 5.1 Extinguishers are correct type. 5.2 Extinguishers adequately maintained with correct signage. 5.3 Extinguishers installed in prominent positions.

6.0 EVACUATION 6.1 Do you recognise the siren? 6.2 Do you know your designated evacuation area?

7.0 ENVIRONMENT 7.1 Procedures are being followed for treatment of dust and

debris

7.2 Procedures are being followed for treatment and disposal of water or other waste liquids

7.3 Procedures are being followed for disposal of waste (asbestos, steel and other metals, excavated materials, contaminated soil, oils, etc.).

8.0 ASBESTOS REMOVAL 8.1 Area barricaded off. 8.2 Signs erected. 8.3 Supervisors notified. 8.4 Material handled by licensed personnel.

9.0 EARTHWORKS, CONSTRUCTION, PERMITS 9.1 Excavation works to accepted standards and OHS&E

requirements (spoil placement, depth, shoring, etc.).

9.2 Excavation meets specifications and drawings for final location, line, level, clearances, bedding, padding, etc.).

9.3 Restoration (plants, shrubs and trees, topsoil, grass, etc.) compaction, clean-up activities, to standard.

9.4 Road furniture (signs, sign orientation, fencing, etc.) adequately restored and in adequate condition (as good as prior to work undertaken).

9.5 Sufficient, adequate and appropriate notices given to relevant authorities and customers on completion of works.

9.6 All relevant permits obtained (road opening, “Confined Spaces Entry”, “Permit to Work”, GTC, PTC, MFB, CFA, EPA, etc.).

10.0 MOTOR VEHICLES 10.1 Registration current



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ITEM DESCRIPTION YES NO N/A GOOD POOR 10.2 Lights working correctly 10.3 Brakes tested 10.4 Tyres tread depth and properly inflated 10.5 Oil level 10.6 Vehicle damage. 10.7 Faults recorded and reported. 10.8 Relevant licences in place

11.0 PLANT AND EQUIPMENT 11.1 Registration 11.2 Are people separated from Mobile Plant eg EWP 11.3 Pre-Start Checks done 11.5 General condition 11.6 Water and oil 11.7 No hydraulic leaks. 11.8 No loose bolts on buckets etc. 11.9 Oil levels 11.10 Reversing alarms working. 11.11 Operator aware of people, plant and equipment in vicinity. 11.12 Licences where required

12.0 HAND TOOLS 12.1 Correct tool used for job in hand. 12.2 Tool in good condition (e.g. no cracks, no burrs). 12.3 Defective tools tagged and returned to store. 12.4 Employee is familiar with operation of tool. 12.5 When finished, tool is cleaned and returned to store. 12.6 Are Nail Guns used in the correct manner

13.0 POWER TOOLS 13.1 Power leads in good condition, tagged as required. 13.2 Are leads off ground? 13.3 Are tools stable, is secure footing provided?

14.0 WELDING 14.1 Combustible materials kept away from welding. 14.2 Containers available and used for electrode stubs. 14.3 Covers used to protect equipment (e.g. electrical leads). 14.4 All cylinders marked and identified. 14.5 All cylinders in safe working condition. 14.6 All cylinders secured. 14.7 Fire equipment available nearby. 14.8 Screens used around welding operations. 14.9 Suitable PPE worn.

15.0 LADDERS 15.1 Good condition (no cracked or broken rungs). 15.2 On level footing. 15.3 Correct height. 15.4 Tied down securely. 15.5 Frame not damaged.



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ITEM DESCRIPTION YES NO N/A GOOD POOR 16.0 RIGGING 16.1 Correct and approved slings available and in use 16.2 Slings/Shackles in good order (not worn or damaged) 16.3 SWL (Safe Working Loads) indicated and being worked to

17.0 WORKING AT HEIGHTS 17.1 Correct and approved Harnesses available and in use 17.2 Are anchor points located correctly and secure 17.3 Is temporary Edge Protection Provided 17.4 Is Mesh provided as a method of fall protection 17.5 Are Employees suitably trained

18.0 SCAFFOLDING 18.1 Are Scaffold Erectors certified 18.2 Is Scaffold inspected daily 18.3 Is there safe access the egress to ever platform level 18.4 Is Scaffold clear of power lines 18.5 Is the scaffold being used correctly 18.6 Are the scaffold planks in good condition, clean, clear of

debris

18.7 Scaffolding tubes in good order

Name of Contractor ……………………………………………………………………. Location of Works ……………………………………………………………………... Non Conformance Report Issued Yes No (circle) Name of Superintendent ……………………………Date of Inspection ………........ Signature of Superintendent……………………………………………………………