Contractor Management Procedure

Contractor Management - High Risk Page 1 of 48
Document Number: PRO-00001 flevy__937.docx
Version Number and Date: 1.0 OCT14 Document Type: Procedures
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
© 2014 PA Services Group Pty Ltd – Brand EZI Library and EZI Safety
Contractor Management

5. SERVICES.......................................................................................................................................................... 30
5.1 ELECTRICAL POWER .........................................................................................................................................30
5.1.1 GENERAL ...................................................................................................................................................30
5.1.2 CONTRACTOR COMPANY ..............................................................................................................................30
5.1.3 CONTRACTOR EMPLOYEES ............................................................................................................................30
5.1.4 COMMISSIONING SHEET ...............................................................................................................................30
5.1.5 EQUIPMENT, COMPONENTS, MANUALS AND SETTINGS .....................................................................................31
5.1.6 INSTALLATION SUMMARY .............................................................................................................................31
5.1.7 TIME SHEETS ..............................................................................................................................................31
5.1.8 DRAWINGS AND LABELLING...........................................................................................................................31
5.1.9 QUALITY OF WORKMANSHIP .........................................................................................................................31
5.2 SOLID WASTE DISPOSAL...................................................................................................................................31
6. SITE ACCOMMODATION AND STORAGE ......................................................................................................... 32
6.1 STORAGE AND SAFEKEEPING .............................................................................................................................32
6.2 FIRST AID FACILITIES ........................................................................................................................................32
7. SAFE SYSTEMS OF WORK................................................................................................................................. 32
7.1 GENERAL .......................................................................................................................................................32
7.2 JOB HAZARD ANALYSIS.....................................................................................................................................32
7.3 PERMITS TO WORK..........................................................................................................................................33
7.4 PERSONNEL PROTECTIVE EQUIPMENT.................................................................................................................33
7.5 PPE - GENERAL...............................................................................................................................................33
7.5.1 PROTECTIVE CLOTHING AND FOOTWEAR.........................................................................................................33
7.5.2 WET WEATHER GEAR ..................................................................................................................................34
7.6 TRAINING.......................................................................................................................................................34
8. SITE EMERGENCY PROCEDURES ...................................................................................................................... 34
8.1 SITE PROCEDURE.............................................................................................................................................34
9. SPECIAL CONSTRUCTION CONDITIONS ........................................................................................................... 34
9.1 BENCH MARKS ...............................................................................................................................................34
9.2 PROTECTION OF PLANT & EQUIPMENT ...............................................................................................................34
9.3 HOUSEKEEPING...............................................................................................................................................35
9.4 PORTABLE GENERATORS AND POWER LEADS .......................................................................................................35
9.5 CRANES AND LIFTING .......................................................................................................................................35
9.6 WELDING AND GRINDING.................................................................................................................................36
9.7 EXCAVATIONS.................................................................................................................................................36
9.8 PLACEMENT OF CONCRETE................................................................................................................................36
9.9 CONTROL OF NOISE EXPOSURE..........................................................................................................................36
9.10 CHEMICAL HAZARDS........................................................................................................................................37
9.10.1 CONTRACTOR'S CHEMICALS ..........................................................................................................................37
9.10.2 COMPANY CHEMICALS .................................................................................................................................37
9.11 FIRE EXTINGUISHERS........................................................................................................................................37
9.12 COMMISSIONING ............................................................................................................................................37
10. HSEC IMPROVEMENT .................................................................................................................................. 38
10.1 SAFETY COMMITTEE ........................................................................................................................................38
10.2 EMPLOYEE NOTICE BOARDS..............................................................................................................................38
11. SITE INCIDENTS & INJURIES ......................................................................................................................... 38
12. INDUSTRIAL RELATIONS............................................................................................................................... 39
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Identify Job/Contract
Risk assessment of job
(Can use matrix model on page 13)
Identify potential contractors and send tender information
Contractor Tenders Returned
Review contract details capability / conformance
Contractor approved
Contractor approved with
recommendations
Contractor not approved
Commence contract review and approval
Collect all relevant contract documentation
[Client Name] completes all internal commercial processes
Issue of work order or purchase order
Contractor employees complete inductions
Work commences
Continual Monitoring
Job completed, evaluation and sign off

The Nominated Manager shall ensure that where contractor's personnel may be exposed to particular
hazards by Company activities, only those persons who have received adequate instruction of the
hazards (and if necessary, training) are used to undertake this work.
All contractors shall receive HSE induction training valid for the period of the Company induction. The
Nominated Manager shall ensure that records of all information relating to hazards associated with the
Company are kept by the Contractor.
The Nominated Manager shall ensure that all matters relating to safety, health, environment and
community are specifically included in the contract, including sub-contracts where applicable.
3.3 Registration of Contractor Employees
Contractor employees who are not fully inducted cannot perform work without the constant supervision
of a company representative. The Company Nominated Manager shall be informed, give approval and
arrange an escort as necessary.
3.4 Contractor Induction
Prior to commencement of work, all contract employees will be given appropriate induction according to
the scope of work.
3.5 Contractor's Equipment
A list of equipment to be used or provided by Contractors, plus the safety requirements of that equipment
shall be included in the Contract.
Contractor's equipment shall be checked prior to use. Some equipment may require a higher degree of
inspection (eg. testing of electrical equipment by an electrician, lifting gear by a Rigger etc.) if required
such inspection is to be arranged by the Nominated Manger.
3.6 Permits
Permit to Work as required must be obtained by Contractors and Sub-Contractors before commencing
work.
Permits are required for:
- Excavation (dig permit)
- Hot Work
- Entry into Confined Spaces
- Work at Heights
- Isolation from Stored Mechanical Energy (Tagging)
Work on electrical equipment can only proceed with the authority of the [Client Name].

Risk Assessment Tool
This assessment tool should be used to determine the level of risk of a particular project as a whole. The
level of risk of a project will determine the required complexity of a contractor’s health and safety
management system.

Risk Management Yes No N/A Mark
Is there evidence of the Risk Management
Process?
/1
Are there procedures to support the Hazard
Identification process?
/2
Are there procedures/tools to support the Risk
Assessment process?
/2
Have Safe Work Procedures been developed for
medium to high risk tasks?
/2
Is there a process for ongoing development of Safe
Work Procedures?
/1
Does the risk management process involve
consultation with representation from those doing
the job?
/2
Score /10
Consultation/Communication/Participation Yes No N/A Mark
Does the contractor have an active health and
safety committee that meets legislative
requirements?
/2
Does the contractor have a consultation and issue
resolution policy and procedure?
/2
Do employees (or their representatives) take part
in:
The development of Safe Work Procedures;
Setting health & safety objectives?
/2
Is there written communication on health and safety
circulated with employee input?
/2
Are tool box or staff meetings held regularly? /2
Are records kept of all meetings, consultative
sessions?
/2
Score /12

HIGH RISK
Contract Approval
Draft letters of tender contract approval

NAME OF CONTRACTOR:
CONTRACTOR ID:
ADDRESS OF CONTRACTOR
IMPROVEMENT ISSUE
PRIORITY
STATUS*
IMMEDIATE ACTION
TARGET
DATE
PERSON
RESPONSIBLE
1
2
3
4
5
6
7
8
9
10
11
12
* Priority Status:
S Serious or potentially fatal hazards which need to be resolved immediately, regardless of the
impact on operations of the Section or School.
P1-5 Other problems Prioritised 1-5 which should be dealt with as quickly as possible, in view of
existing budgetary constraints.
ER Easily Resolved problems requiring no expenditure to be approved, which should be resolved
immediately.
CLIENT CONTRACTOR
Representatives Name Representatives Name
Representatives Signature
Representatives
Signature

Site Procedures List
The following table of Company Procedures lists the procedures that shall apply to all work carried out
on the Site. All activities on Site shall be conducted in accordance with these procedures unless
otherwise indicated in this document or agreed in writing with the Company Nominated Manager.
The Company Nominated Manager shall provide access to copies of [Client Name] Procedures on
request.
The following HSEC documents may be provided to a Contractor as a minimum.
Document
OHS Standards Booklet
Model Contractor HSEC Conditions
• Requirements for electrical contractors
• Environmental standards
Permit to Work Procedures
• Hotwork
• Confined space entry
• Work at heights
Name Procedure

Contractor Management - High Risk - Conditions Page 28 of 48
2.3 Contractor’s Employees
Contractor’s Employees, Supervision and Management are responsible for personally meeting the
expectations outlined in the Company Safety Policy and program.
The Contractor shall be fully responsible for the actions of all its employees, including its Sub-
Contractors.
2.4 Copies of Instructions and Approvals
The Contractor shall maintain copies of all works related documents on Site, including:
(a) All specifications and relevant drawings
(b) "Conditions of Contract"
(c) "Conditions for On-Site Work by Contractors"
The Contractor shall ensure that its supervisors, employees and Sub-Contractors are familiar with and
adhere to these documents.
3. SITE ACCESS
3.1 General
Drivers of motor vehicles shall adhere to all speed limits and in any case shall drive at safe speeds at all
times. Except as noted below, drivers shall ensure vehicles do not leave designated roadways/access
routes and are only parked in nominated car park areas.
Where agreed with the Company Nominated Manager, vehicles essential to the performance of work
may be permitted to enter the immediate construction area and/or to park at locations other than the
general nominated car park areas.
3.2 Delivery of Goods and Equipment
Goods being delivered to the Contractor shall be addressed to:
Contractor's Name
C/- the Company ------------
(subsidiary name eg. Operations, Engineering) ----------
(address/site/section).
The Contractor shall be responsible for receiving such deliveries and shall ensure they are unloaded
safely. The Company will not accept delivery of or take responsibility for materials being delivered to the
Contractor.
The Company Nominated Manager may inspect all items of plant and equipment brought to the Site by
the Contractor. Should the Company Nominated Manager form the opinion that any item is inadequate
or unsafe, this shall be advised to the Contractor who shall forthwith remove the item from the Site have
it replaced or repaired.
The Contractor shall ensure that all goods, plant items and equipment which it brings onto the Site shall
safely pass under overhead high tension electrical conductors and/or other structures that may traverse
the area between the entrance gate and actual storage/work area.

5.1.5 Equipment, Components, Manuals and Settings
All equipment manuals, equipment settings, security pin numbers, supplier details of any
equipment installed by the contractor are to be delivered to the Company at the completion of the
installation.
All Electrical equipment and components to be purchased and installed by the contractor must be
approved by the Company electrical superintendent or his delegate prior to purchase. This
requirement is necessary so as to keep a commonality of equipment on site.
5.1.6 Installation Summary
At the completion of the installation by the Contractor, the Company requires a summary of
installation and with respect to any problems that were encountered during the installation, how
these problems were overcome.
5.1.7 Time Sheets
All Contractors’ electricians’ daily timesheets are to be countersigned by the Company Nominated
Manager or his delegate in relation to any work performed on Company sites.
5.1.8 Drawings and Labelling
The level of drawings detail will be dependent on the contractors’ scope of work. If the contractors’
scope is for full design and installation of the project, then the Company requires as built drawings
in a cad format. If the Contractors’ scope of work is for installation only, then marked up drawings
of the as built are required, so the Company can get the designer to complete as built drawings in
a cad format.
The Contractor is responsible for the switchboard legends and labelling of circuits.
5.1.9 Quality of Workmanship
The Company requires a high level of workmanship from its own electricians and the same
standard is required from electrical contractors on site. [Client Name] requires contractors to
supervise and ensure the work their electricians performed on site meets a high standard. The
Company electrical supervisor will also periodically check on the workmanship to ensure our
standard has been met.
5.2 Solid Waste Disposal
Unless otherwise agreed, the Contractor shall be responsible for collection and disposal of solid waste
generated from its activities. Waste collection points shall be located, as directed by the Company
Nominated Manager.
The Contractor shall ensure disposal of solid waste is controlled in accordance with local regulations.

The Contractor shall provide all other protective equipment required to protect its employees from
task specific hazards and shall ensure it is worn when required (ie. gloves, goggles, face shields,
harnesses, leather spats, aprons, etc).
7.5.2 Wet Weather Gear
Inclement weather will not be considered a sufficient reason for work to stop unless it is
impractical or unsafe to continue. Accordingly, the Contractor shall ensure that its employees are
adequately equipped with wet weather gear.
7.6 Training
The Contractor shall ensure all its employees are adequately trained and hold required Certificates of
Competency to perform all tasks allocated to them.
The Contractor shall ensure all employees have successfully completed the induction training specified
by the Company Nominated Manager prior to commencing work on site.
8. SITE EMERGENCY PROCEDURES
8.1 Site Procedure
The Company Nominated Manager shall ensure the Site Emergency Procedure is maintained and
includes adequate arrangements to protect the Contractors employees, as far as is reasonably
practicable in the event of foreseeable emergency conditions. Explanation of the Site Emergency
Procedure, with specific reference to the areas involved in the work to be carried out, shall be included in
the Company Induction Course.
The Company Nominated Manager may conduct simulated emergency exercises at any time, without
warning.
The Contractor shall ensure its employees are aware of the emergency arrangements and shall ensure
they follow all requirements in the event of triggering of the emergency alarm.
9. SPECIAL CONSTRUCTION CONDITIONS
9.1 Bench Marks
Each datum used for setting out work or for other purposes shall be designated by the Company
Nominated Manager.
9.2 Protection of Plant & Equipment
Until the work is deemed complete and taken over by the Company, the Contractor shall be responsible
for the protection of the work and for the proper fencing, guarding, lighting, flagging, safety signage, and
watching of all work. This includes the provision of temporary footways, protection equipment, guards
and fences for the accommodation and protection of pedestrians, vehicles and of the Company plant or
property.
The Contractor shall properly cover up and protect any part of the work or plant liable to damage arising
from exposure to the weather and shall take every reasonable precaution against accident or injury to
persons or damage to plant.

Work activities which may expose the community, the employees and contractor employees at any time
to sound pressures above 85 dB(A) shall be recorded on the contract hazard register.
The Contractor shall ensure its employees wear suitable hearing protectors whenever they are exposed
to noise levels exceeding 85 dB(A), for any period of time.
Note: The noise level is likely to be above 85 dB(A) in an area if it is necessary for a person to raise
their voice above normal speaking tones to be heard by another person who is approximately one (1)
metre away.
9.10 Chemical Hazards
9.10.1 Contractor's Chemicals
The use of chemical substances on the Site shall be kept to a minimum during construction.
Where use of a chemical is necessary, the Contractor making use of the chemical shall provide
the Company Nominated Manager with a copy of the relevant Safety Data Sheet (SDS) and an
assessment of the risk arising from its intended use, before the chemical is introduced, stored or
used on the Site.
Chemical risk assessments shall be conducted in accordance with applicable regulatory
requirements and Codes of Practice.
9.10.2 Company Chemicals
The Company Nominated Manager shall advise the Contractor of arrangements for accessing
SDS and risk assessments for chemicals on Site.
Where required, the Company Nominated Manager shall advise the Contractor of specific safety
equipment and first aid measures to minimise the risk from chemicals on Site and shall include
the Contractor’s employees in occupational hygiene monitoring programs.
9.11 Fire Extinguishers
The Contractor shall ensure all fire extinguishers supplied to equip its amenities and for use for Fire
Watch duties are inspected and tagged in accordance with Australian Standards. Fire extinguishers
supplied for fire watch duties shall be dry powder type of at least 5kg capacity.
The Contractor shall ensure all its employees are trained in the use of each type of portable fire
extinguishers provided by it.
9.12 Commissioning
The Company Nominated Manager shall ensure the Contractor is advised of the status of equipment
under commissioning in the construction area and, where required, shall ensure suitable markers are
placed to identify “live” equipment in the field.
The Contractor shall ensure that any additional measures such as additional Permit to Work are applied
prior to work on plant equipment under commissioning.

HIGH RISK
Monitoring
Audit Schedule

CLAUSE ITEM COMPLIANCE REMARKS
4.3 Have all Contractors registered at
site reception or gatehouse?
4.4 Does the contract include a list of
equipment and the safety
requirements of that equipment?
Has the Contractor's equipment had
at least a visual inspection prior to
use?
Where sites require a higher degree
of inspection, has the Nominated
Manager arranged the inspection?
4.5 Have the Contractors and Sub-
Contractors obtained Permits to
Work as required before
commencing work?
4.6 Does the Nominated Manager
regularly monitor the Contractor's
activities to ensure full compliance
with all agreements and instructions
related to safety, occupational health
and environmental protection?
Does the Nominated Manager
ensure that company employees or
other persons on company business
are not exposed to HSEC risks as a
result of the Contractor's activities?
Does the Nominated Manager
ensure that company activities do
not expose Contractor's personnel to
HSEC risks?
Are the Contractor's personnel
adequately supervised either by
Contractor's Supervisor or by a
Company Supervisor?
4.7 Does the contract include reporting
and investigating of accidents,
occupational diseases and
environmental incidents involving
the Contractor?

HIGH RISK
Evaluation and Exit
Exit Questionnaire

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