service provider occupational health & safety · pdf filerisk assessment / job safety...
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Met
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Approved by Manager Corporate Services Last Updated July 2016
Owner/Custodian Manager Corporate Services Replaces 1.2
Date of First Issue May 2015 Review Date May 2017
Version 1.3 Review Trigger OHS Act (Vic) 2004
Search terms Service provider, contractor, OHS, induction, handbook Reference: CMA MANUAL
Page 1 of 13
SERVICE PROVIDER
OCCUPATIONAL HEALTH & SAFETY
HANDBOOK
For consultants, contractors, sub-contractors and their
employees
Met
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Approved by Manager Corporate Services Last Updated July 2016
Owner/Custodian Manager Corporate Services Replaces 1.2
Date of First Issue May 2015 Review Date May 2017
Version 1.3 Review Trigger OHS Act (Vic) 2004
Search terms Service provider, contractor, OHS, induction, handbook Reference: CMA MANUAL
Page 2 of 13
Contents
Purpose of Handbook ........................................................................................................................................ 3
Disclaimer .......................................................................................................................................................... 3
1. Introduction .......................................................................................................................................... 3
2. Health and Safety Policy .................................................................................................................... 4
3. Health and Safety Breaches ............................................................................................................. 4
4. Consultation and Communication .................................................................................................... 5
5. Inspections ........................................................................................................................................... 5
6. Risk Assessment / Job Safety Analysis (JSA) ............................................................................... 5
7. Licences / Certificate Required ......................................................................................................... 5
8. Permits to Work and Location of Services ...................................................................................... 6
9. Incident, Near Miss, Hazard Reporting and Investigation ............................................................ 6
General OHS Expectations ................................................................................................................................. 7
10. Behaviour on Site ................................................................................................................................ 7
11. Drugs and Alcohol .............................................................................................................................. 7
12. Workplace Harassment, Discrimination and Bullying.................................................................... 8
13. Health and Hygiene ............................................................................................................................ 8
14. Plant, Equipment And Tools .............................................................................................................. 9
15. Chemical Management ...................................................................................................................... 9
16. Minimum Standards for Personal Protective Equipment (PPE) .................................................. 9
17. Emergency Management and First Aid ......................................................................................... 10
18. Safety Signage .................................................................................................................................. 10
19. Fire Hazard ........................................................................................................................................ 10
20. Public Safety Including Barricades and Fencing.......................................................................... 11
21. Un-Authorised Persons .................................................................................................................... 11
22. Traffic Management .......................................................................................................................... 11
23. Working Alone ................................................................................................................................... 12
24. Manual Handling ............................................................................................................................... 12
25. Environment ....................................................................................................................................... 12
26. Needles and Syringes ...................................................................................................................... 12
Met
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Approved by Manager Corporate Services Last Updated July 2016
Owner/Custodian Manager Corporate Services Replaces 1.2
Date of First Issue May 2015 Review Date May 2017
Version 1.3 Review Trigger OHS Act (Vic) 2004
Search terms Service provider, contractor, OHS, induction, handbook Reference: CMA MANUAL
Page 3 of 13
Purpose of Handbook The handbook defines Mallee Catchment Management Authority (Mallee CMA) requirements of service
provider companies, contract company employees and their sub-contractors who are performing work on its
behalf. To ensure the highest safety, health and environmental standards exist for service providers and their
employees, the following summary of safety, health and environmental provisions will apply in total or in part
to any contract work undertaken on behalf of the MCMA.
The handbook is designed to be applicable to all service providers used by the Mallee CMA. As such there
may be sections of this handbook that are not relevant to all service providers. If you are in doubt about
which sections are relevant to you, seek advice from your Project Manager.
All service providers must indicate acceptance of these conditions and give a commitment to meeting and
maintain these provisions before work can proceed.
IT IS IMPORTANT THAT THE INFORMATION IN THE HANDBOOK IS READ PRIOR TO SUBMITTING A
TENDER OR QUOTE TO MALLEE CMA AND THAT THE HEALTH, SAFETY REQUIREMENTS ARE
IMPLEMENTED PRIOR TO COMMENCEMENT OF ANY WORK.
Note: A service provider is a consultant, contractor, sub-contractor and their employees
engaged by the Mallee CMA through the purchasing and procurement process to
provide a service.
All references to a ‘service provider’ in this handbook include a service provider’s employees
and sub-contractors without exception.
For the purpose of this handbook, Project Manager refers to the Mallee CMA employee
representative who is responsible for the contract of work being performed.
Disclaimer The Mallee CMA has prepared this handbook in order to assist service providers to work safely when
carrying out work on behalf of the Authority and abide by Mallee CMA’s requirements relating to people,
property and the environment.
Nothing in this handbook may be construed as implying or suggesting that the service provider is in anyway
released or absolved from fully complying with all its statutory obligations of common law by virtue of Mallee
CMA having provided this handbook to the service provider.
Every effort has been made to explain the local site rules and obligations of service providers and their
employees working for the Authority. However, responsibility to understand and observe relevant legislation
and other legal obligations remains with the service provider at all times.
1. Introduction The Mallee CMA is committed to providing a safe working environment for all its employees including service
providers.
The Mallee CMA expects all service providers to:
Give the highest priority to workplace health and safety;
Be aware of their Workplace health and safety responsibilities and obligations;
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Approved by Manager Corporate Services Last Updated July 2016
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Comply with all legal requirements, including risk assessment, licensing, and certificates;
Ensure environmental impacts are avoided or minimised. Identify at risk behaviour and non-
compliance early and rectify;
Ensure plant, equipment and tools are fit for purpose and are serviced and maintained;
Keep a clean and tidy workplace and ensure all housekeeping issues are dealt with;
Ensure all incidents, unsafe acts and hazards are reported and corrective actions are completed
promptly.
Before service providers start work they must be deemed compliant by the Mallee CMA Safety Officer and
have completed the Contractor Safety Management Plan. They must:
Complete a site specific hazard assessment;
Provide evidence of licences, insurances, plant registrations and/or any other documents required;
Complete the OHS Management systems questionnaire, providing accompanying evidence to
demonstrate compliance.
2. Health and Safety Policy The Mallee CMA values the health, safety and wellbeing of all employees, service providers and visitors and
is committed to providing a safe working environment for all. We aim to prevent incidents and injuries from
occurring through a proactive culture of managing safety.
Everyone working for the Mallee CMA is obliged to take reasonable care to:
Ensure their own health and safety;
Avoid risking the health and safety of any other person;
Use appropriate personal protective equipment;
Ensure their work area is safe for themselves and others;
Practice good housekeeping to minimise risk for employees and the environment.
3. Health and Safety Breaches The Mallee CMA treats instances of health, safety and environmental breaches very seriously.
Should any Mallee CMA employee observe any service provider acting in an unsafe manner, the Mallee
CMA Project Manager will be advised, the incident recorded and the service provider notified and instructed
to take immediate corrective actions.
The following applies:
If repeated health and safety breaches by the service provider are observed; or
If the Mallee CMA considers that the service provider is generally undertaking any part of the work
in an unsafe manner; or
If the service provider disregards any instruction to take prompt action to cease any unsafe work
practices or fails to eliminate any safety hazard.
This will be viewed by the Mallee CMA as a fundamental breach of the service provider’s obligations. The
safety non-conformance will be reported to the Unit Manager and/or the CEO for action.
Specific examples of health and safety breaches include (but are not limited to):
Failure to wear suitable personal protective equipment as identified in the site risk assessment;
Working under the influence of alcohol or drugs;
Incorrect management and use of hazardous materials including disposal;
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Inappropriate use of plant and/or equipment;
Inappropriate or inadequate barricades to protect persons on the work site or general community
members.
Where there is non-compliance, the service provider may be instructed to leave the site until the issue(s) are
resolved.
4. Consultation and Communication In accordance with the Victorian Occupational Health and Safety (OHS) regulations, service providers must
communicate and consult with their employees. This may include toolbox meetings, pre-start meetings and
formal health and safety committees.
Records of discussions and agreed courses of action between all parties need to be kept to demonstrate
compliance and are a useful record to show what
topics/training have been delivered and discussed.
These must be made available to the Mallee CMA
on request.
5. Inspections Service providers shall routinely inspect their
workplaces to reassess site risks and ensure they
are free from uncontrolled hazards and their own
OH&S procedures are being followed. Records of
these inspections are to be made available to
Mallee CMA on request. Mallee CMA Project
Managers will conduct visits to monitor delivery of
services and performance.
6. Risk Assessment / Job Safety Analysis (JSA) Service providers are required to provide risk assessments and JSAs for all works/activities to be
undertaken. The workforce needs to be familiar with the risk assessments and JSAs at the worksite and
have signed off the necessary paperwork before the commencement of activities.
Sub-contractors (if applicable) are also required to have their own risk assessments and JSAs or have
signed off on the service provider’s documentation as part of the activities they are undertaking.
Risk methodology used by the service provider needs to be in line with a recognised standard i.e. AS/NZS
ISO 31000:2009 Risk Management.
7. Licences / Certificate Required As part of the Mallee CMA compliance process all applicable licences and certificates will have been sighted
and copies given to the Mallee CMA for reference. It is the service provider’s responsibility to ensure that
the relevant licences and certificates are up to date to undertake the agreed work activities.
It is the service provider’s responsibility to ensure that the Mallee CMA Project Manager is made aware of
any non-conformances and any outdated documents.
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Approved by Manager Corporate Services Last Updated July 2016
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8. Permits to Work and Location of Services The service provider is to ensure at all times that the relevant permits to work are current and have been
sighted by the Mallee CMA Project Manager.
Permits could include but not be limited to:
hot work;
confined spaces;
working in and around power lines;
working on the road side corridor;
Research permits issued under the Parks
Act to undertake works in Victorian
National Parks.
The permits should be kept at the work site at all
times so that they can be used as reference
material and information source.
The location of all services needs to be identified by the service provider prior to commencement of works.
Records of all searches (e.g. Power, telecom, electrical, gas, optic cable, water services) must be kept and
made available to Mallee CMA on request. This type of information also is to be recorded on the relevant risk
assessment and/or JSA.
9. Incident, Near Miss, Hazard Reporting and Investigation The service provider must report to Mallee CMA all hazards and incidents that occur on site. These may
include medical treatment, lost time injuries/ near miss incidents, plant and equipment failure, chemical spills,
environmental disturbance or pollution, and reportable dangerous occurrences. The Mallee CMA Project
Manager and Safety Officer must be notified within 24 hours of incidents that result in injury or medical
treatment.
The service provider shall promptly investigate and attend to any legal requirements in respect to such injury
or damage. All such incidents will be investigated jointly by the Authority and the service provider (if
required). The Mallee CMA Quality and Safety Report (CMA 129 FORM) is to be completed as soon as
possible and before the end of the working day on which the incident occurred.
The service provider must co-operate with any Mallee CMA investigation and provide information as
requested.
Legislative requirements for reporting of incidents to statutory authorities e.g. WorkSafe, shall be observed at
all times by the service provider (in conjunction with Mallee CMA).
The urgency of any task must not be allowed to over-ride safety and environmental considerations. The
service provider must act responsibly and keep Mallee CMA informed of work planning, safety requirements
and environmental implications of their work.
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General OHS Expectations
10. Behaviour on Site
During any work on site all service providers are to ensure the least amount of disruption to the environment
and local community. Any offensive behaviour will not be tolerated. This includes:
all behaviour and language that reinforces inappropriate, demeaning or discriminatory attitudes or
assumptions about person based on age, race, sex, disability, sexual orientation, or marital status;
and
behaviour such as whistling, unsolicited remarks of a sexual nature and swearing.
Noise near buildings should be kept as low as possible and loud radios and other music are not permitted.
Respectful and professional language is to be used over Ultra High Frequency (UHF) radios, as well as
appropriate use of UHF channels.
In built up areas, the ‘tools down’ requirements should be observed in accordance with council noise
restriction.
11. Drugs and Alcohol
The Mallee CMA Alcohol and Drug Policy mainly focus on the abuse of illicit drugs and alcohol, you need to
be aware that the taking of, or failure to take some prescribed medication, may also affect the safety of
yourself and others.
Using, selling, purchasing, transferring, possessing, manufacturing, or storing an illegal drug or drug
paraphernalia, or attempting or assisting another to do so, whilst in the course of employment, in the
workplace, or in vehicles is prohibited.
As a supervisor you are responsible for reminding your employees that the Mallee CMA will not tolerate
persons under the influence of drugs or alcohol on Mallee CMA work sites.
If you are required to take medication that has the potential to influence their cognitive abilities you should
inform your Manager or Line Manager
Being under the influence of alcohol or illegal drugs in the workplace is prohibited. The unauthorized use or
possession of prescription drugs or over-the-counter drugs is prohibited.
Hazards of using Drugs and Alcohol
The operation of equipment and machinery under the impairment of drugs and/or alcohol is an occupational
health and safety risk.
Operation of a vehicle, under the influence of alcohol or drugs, is both illegal under state law and dangerous
to the employee and other road users.
Beware of the effects of the night before!
Met
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Approved by Manager Corporate Services Last Updated July 2016
Owner/Custodian Manager Corporate Services Replaces 1.2
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12. Workplace Harassment, Discrimination and Bullying
In Victoria, sexual harassment is against the law in a variety of contexts, including employment and
workplaces. Under the Equal Opportunity Act 2010, employers have a positive duty to take reasonable and
proportionate measures to eliminate discrimination, sexual harassment and victimisation as far as possible.
Employers are legally responsible for acts of discrimination, bullying, sexual harassment, victimisation and
racial and religious vilification by their employees or agents that occur in the workplace or in connection with
a person’s employment, unless they can show they have taken reasonable precautions to prevent such acts.
The Equal Opportunity Act 2010 applies to employers of all sizes, and covers all types of workers – including
full-time, part-time and casual employees, agents and contract workers, and trainees and apprentices. It
applies to all stages of employment, including recruitment, returning to work after injury, illness or pregnancy,
dismissal and retrenchment
13. Health and Hygiene The service provider shall have as part of their OHS Management System procedures to ensure that
personnel health and hygiene requirements are met as per the relevant legislative requirements.
Health risks that may need to be considered include, but are not limited to:
Noise;
UV radiation;
Manual handling;
Biological hazards;
Fitness for work;
Dust;
Chemical exposure
Heat / Cold exposure
The service provider will need to ensure that there are systems in place to adequately manage the hazards
that are identified.
Service providers are to provide adequate and hygienic amenities for onsite workers including
subcontractors. This includes but is not limited to providing and maintaining toilet and washing facilities,
shelter, storage areas, eating areas and drinking water.
As well as leading to long term health problems, fatigue can affect a person’s capacity for working safely and
making sound judgments. Where fatigue has been identified as a hazard through the risk assessment
process, a fatigue management plan shall be implemented.
Service providers are to take into consideration the risk associated with working in various climatic
conditions. Heat illness, dehydration and ultra violet (UV) exposure are some of the hazards. The Mallee
CMA policy is that field work should cease when the temperature is >39o. If possible, work schedules should
be structured to take advantage of the cooler times of the day.
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Approved by Manager Corporate Services Last Updated July 2016
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14. Plant, Equipment And Tools Any plant, equipment and tooling used by the service
provider should be fit for purpose and be in good
condition. The relevant servicing and maintenance
schedules and practices shall be observed and any
statutory inspections completed. Records should be
made available to Mallee CMA Project
Manager/Representative.
Plant and equipment requiring a licence will only be
operated by a current licenced operator and the pre-
start documentation completed before use of the plant
and equipment.
15. Chemical Management All chemical substances are to be appropriately handled and stored to prevent spillage.
Material Safety Data Sheets must be held on site for all chemicals being used. Any chemicals used should
be the least hazardous available to complete the task. All chemical substances are to be appropriately
handled and stored to prevent spillage, and must be suitably labelled.
Any servicing of equipment, fuelling, oil changes are to be conducted in such a way that there is no spillage
on ground. If regulations require spill kits, they need to be appropriately located and correctly stocked.
All chemical waste must be removed from the worksite and disposed of correctly in accordance with
Environment Protection Authority (EPA) requirements.
16. Minimum Standards for Personal Protective Equipment (PPE)
The Mallee CMA minimum standard of dress for work outdoors is long sleeved shirt, long pant/trousers,
boots applicable to task (safety/hiking) and a broad brimmed hat.
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The service provider will ensure that personnel exposed to a hazard have the required PPE to ensure that
exposure is controlled (e.g. sunscreen, gloves, hard hat, sun hat, high visibility attire, hearing protection, dust
mask, snake gaiters or other PPE as required).
The risk assessment, JSA and Safe Work Procedures will assist in ensuring that the correct PPE is worn by
personnel when undertaking work activities.
The service provider is required to supply their personnel with PPE that meets the relevant Australian
standards (as required).
17. Emergency Management and First Aid Service providers are responsible for the emergency and first aid needs of their employees. Each contracting
company shall ensure emergency equipment and first aid amenities are available and maintained in each of
the worksites under their control. The number and type of first aid kits and first aid trained persons will
depend on the number of staff and the level of risk posed by the work activities.
Emergency management procedures and equipment will need to be established for all types of foreseeable
emergencies with service providers. Any emergency equipment will need to be maintained (e.g. fire
extinguishers).
18. Safety Signage Safety signs play an important role in keeping people safe in the
workplace through raising awareness and highlighting potentially
dangerous situations or activities. Service providers will be
responsible for ensuring the appropriate signs are displayed at their
work sites.
Where practicable the responsible service provider will ensure
safety signage is:
located where the messages are legible, attract attention and are clearly visible to all concerned;
meets relevant legislation, standards and requirements;
located to eliminate or minimise the risk of the sign becoming obscured;
installed as close as practicable to an observers line of sight; and
does not create a hazard when installed.
19. Fire Hazard When planning field work the risk assessment must take into consideration the risk and hazards associated
with fires. When compiling risk assessments, service providers planning field work are to determine the Fire
Danger Index and any Fire Bans for the proposed day of the work and how these conditions will affect the
work. This data is available on the following websites:
Bureau of Meteorology;
Country Fire Authority; or
Department of Environment, Land, Water and Planning (DELWP) FireWeb.
This information can also be obtained from Mallee CMA Project Manager.
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Approved by Manager Corporate Services Last Updated July 2016
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20. Public Safety Including Barricades and Fencing Service Providers will exercise all due care for the health and safety of members of the public. This
requirement includes full compliance with all relevant legislation, codes of practice and/or Australian
standards.
Particular care must be taken to check and secure any barricades and fences whenever service providers
leave the work area.
Service providers will ensure:
All materials, equipment, plant and
tools are safely stored so as not to
present a public hazard;
Appropriate guards, barriers, and
notifications are in place to ensure
risks to the public are controlled to
an acceptable level;
All machinery is left in a safe
condition so as to not present a
public hazard;
No trenches or openings are left
unattended and adequate
measures put it place to prevent
unauthorised access to the work
site.
21. Un-Authorised Persons The following steps are to be taken should the project site be entered by unauthorised persons:
1. All work is to cease immediately.
2. The person or persons are to be asked the nature of their business and politely asked to leave the
worksite for OHS reasons.
3. If the person/s refuses to leave, the site manager is to explain that should they refuse to leave the
site the police will be notified.
4. Should the unauthorised person still refuse to leave, the site manager is to contact the local police
station for assistance. The Police have the authority to physically remove the person from the site if
required.
5. At no stage should the service provider attempt to physically remove un-authorised persons from the
site and at all times behave in a manner as not to exacerbate the situation.
6. Work on the site is not to re-commence until the site is clear of any unauthorised personnel and any
disruption has ceased. To avoid further consequences (such as accidents) from the disturbance,
staff should be provided with the opportunity to refocus on the task at hand.
The incident is to be reported to the Mallee CMA Project Manager as soon as possible by the service
provider representative on site.
22. Traffic Management The service provider shall ensure appropriate management of traffic movement is in place. Where there is
the potential to impact public traffic the service provider shall obtain the appropriate approvals from Vic
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Roads or the relevant local government agency. Traffic management plans and associated permits must be
onsite for the duration of works and available for inspection at all times.
23. Working Alone Where possible, service providers should ensure that employees do not
work alone in isolated areas. If a worker needs to perform duties in
isolation, the service provider shall provide a means of communication and
establish a way of contacting the employee regularly to ensure their
wellbeing.
24. Manual Handling Service Providers shall identify, assess and control the risks associated
with manual handling. Manual handling control measures may include task
modification, mechanical handling devices or rotation of employees.
Controls for manual handling risks should be in accordance with WorkSafe
Code of Practice –Manual Handling.
25. Environment Service providers are responsible for managing environmental risks, including minimising damage to flora,
fauna and cultural heritage sites, and managing weed control as per any required management plans. All
legislative requirements and permit conditions are to be strictly adhered to.
No removal or disturbance of vegetation, wildlife or cultural heritage may occur without approval from Mallee
CMA along with all necessary permits. Areas that are deemed no-go zones may not be used in any way,
including for storage or stockpiling of materials or equipment.
All waste must be appropriately contained (e.g. in bins) at all times and disposed of in accordance with EPA
requirements. The waste management hierarchy (avoid, reuse, recycle) should be applied. Unless otherwise
agreed, the service provider is responsible for collection and disposal of wastes to an appropriate off site
facilities. Sites are to be reinstated to their previous condition and to the satisfaction of the Mallee CMA and
the relevant land owners/managers.
Any environmental damage is to be repaired at the service providers cost.
26. Needles and Syringes
The use of drugs in the community is of concern to us all. With this issue comes the hazards associated with incorrectly disposed of syringes and needles. Recent instances of contractors discovering discarded syringes and needles on public land highlights the vigilance that should be taken. This should be included in JSA as a potential hazard when working on public land. If you or one of your employees finds a discarded needle or syringe, the find should be reported to the Municipal Council in the area you are working in as follows
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Mildura Rural City Council area contact (03) 5018 8100 to report.
Swan Hill Council area contact (03) 5036 2591 to report
Yarriambiack Council area contact (03) 5398 0100 - Free Call 1800 065 647 to report.
Buloke Shire Council area contact 1300 520 520 to report. Unless your employer has a policy and/or procedure on finding needles and syringes you are not to attempt to touch or recover the item. The find is to be reported through both the contractor’s hazard management system as well as the Mallee CMA reporting system.
Contact Us Please feel free to provide us with feedback, comments, and suggestions on this handbook
Please address all feedback to the Mallee CMA Safety Officer through your Project Manager.
General enquiries to:
Mallee CMA Safety Officer - (03) 50514377