a)
b)
Act
CONTRACTOR SAFETY MANAGEMENT STANDARD
1, OBJECTIVE
1.1 PuRPOsE
The ongoing role of Contractors in our Industry has meant that the task of
managing Occupational Health & Safety (OH&S) at our operations/Offices has
become more complex. This standard defines the requirements for Contractor
Safely Management (CSM) which each ACC Ltd (ACC) site must apply when
‘out sourcing services to contractors. This standard outlines the requirements for
ensuring that adequate processes are developed and implemented to control or
minimize the risks associated with contracted activities.
41.2 Scope
This standard must be applied when an ACC site, out-sources any project or
service to a contractor both inside and/or outside its Operations. The
requirement of this standard addresses each phase within the life cycle of
services being contracted. This standard does not apply to supply contracts.
1.3 DEFINITIONS
Contractor — Is deemed as a Company or an individual who is not a Company
‘employee but has been directly engaged by ACC to carry out work at an ACC
facility. This means the work must be in relation to activities over which ACC has
control or would have had control as it is deemed necessary for ACC to fulfill ts
business activities by:
The service being contracted is performed within the geographic/ lease
boundaries of an ACC operation/ facilty/ site;
The location or areas in which the service is to be performed has been
determined by ACC; and
The contracted work is solely for ACC and not part of free trade arrangement
Categories of Contracted Services - For the purpose of this Standard,
Contracts being issued will form one of the following four categories.
Categories of Contractors Common Potential Risk
‘AGC Gontactor Safety Standard Page 10f27ACE
Examples Exposure
Category 4 - Individuals engaged | Office cleaners Low to Moderate
‘on temporary contracts to work ‘Administration Staff
within existing operations. These
individuals are directly super
at all times by ACC. The work being
performed is neither hazardous nor
performed within hazardous
location. These personnel are
generally defined as subcontractors
as defined in the HARP manual.
Technical Consultants
Category 2 - Companies or
Individuals engaged to work within
existing operations, where the work
is neither hazardous nor in a
hazardous area. These personnel
can be either subcontractors or third
party service providers (third-party
contractors), as defined in the
HARP manual.
Office equipment
repairs
Catering Services
Gardening Services
Low to Moderate
‘Category 3 - Companies or
individuals engaged to undertake
work within existing operations,
where the work is hazardous or
conducted in a hazardous area.
These personnel can be either
subcontractors or third party service
providers (third-party contractors),
as defined in the HARP manual.
This category is further subdivided
into (details available in
Construction Safely Manual Part tI)
(a) Small Contractors
(b) Medium contractors
Construction Projects
Quarry & Haulage
Mechanical/ Electrical
maintainers
AFR Handling!
processing
Moderate to High
Category 4 - Companies or
individuals engaged to undertake
work in areas separate from the
existing operation or outside the
geographic boundaries of the ACC,
‘company’s leases or permit areas.
These personnel are generally
dofined as third party service
providers (third-party contractors)
as defined in the HARP manual.
Road Transport
services
Product Distribution
Transport by rail or
vessel
Moderate to High
“ACC Contactor Safety Standard
Page 2of 27Act
Contract - is a formal obligation between parties, regardless of payment type
(ie. lump sum, unit price, time and materials or cost plus) that is enforceable by
law; an agreement between parties to furnish goods and/or services in return for
compensation.
Hazardous Work — is work performed which requires adherence (o the use of
safety equipment and/or safe work methods to protect the person from hazard/s
which has potential to result in significant adverse effects on the safety or health
of the person (fatality, permanent disability, lost time injury). These work
acl
are generally governed by the requirements of the Fatality Prevention
Elements.
Hazardous Location ~ is an area of an operation’ facility where either or both
fixed and mobile plant or machinery operates in which the person/s primary
method of protection from exposure to the hazards is by means of physical
safeguards and procedural requirements. These hazards are generally governed
by the requirements of the Fatality Prevention Elements.
Group Company ~ Means any consolidated Company, in which ACC has an
interest of more than one half of the voting rights or otherwise has the power to
exercise control over the operations.
OH&S Management Plan - |s a document which describes in detail, for the
service being outsourced, the means by which each hazard that may arise
during the service will be managed to avoid or minimize the risk of injury or
illness,
Operation — Is referred to as a geographically defined work environment that
may contain more than one identifiable work area or business operation. An
operation may also be referred to as a facility, plant or site. For the purposes of
this standard, the term “operation” and “facility” are used interchangeably,
OH&S Variance ~ Is a Contract administration risk management process by
which a contractor that does not meet established OH&S requirements is
approved to perform a service for ACC, provided additional risk management
controls are established,
ACC Contactor Safety Standard "Page 3 of 27Act
2. ROLES AND RESPONSIBILITIES
2.1 MANAGING DIRECTOR
The Managing Director is ultimately responsible for ensuring that adequate
resources (money, men, man-hours, materials and machines) are provided for
the implementation and ongoing management of this standard. As a minimum
this requires that person(s) are formally appointed to each function to be
performed under this standard.
2.2 CONTRACT ADMINISTRATION REPRESENTATIVE.
Contract Administration Representative is the Management Representative who
is responsible for the implementation and on going management of the Contract
Safety Management Directive during the contract process.
In addition, he is responsible for the function of ensuring the procurement
systems are applied to enable the following phases of the contract to be
performed:
Contract and Award Phase
Pre Commencement Phase
Contract Execution and Control Phase
Handover and Acceptance Phase
Contract Closeout and Review Phase
He is also responsible for maintaining all relevant documents and records which
are relevant to the agreements between ACC and the Contractor.
2.3 CONTRACT CUSTODIAN
Is a representative of Contract Administration Representative, who serves as the
person primarily responsible for ensuring that the Contractor complies with all
OH&S obligations which have been agreed in, the Contract. In addition the
contractor custodian is responsible for ensuring the following:
All necessary information and instruction relevant to the Company's
Occupational Health & Safely requirements have been provided to the
‘ACC Contactor Safety Standard Page 4 0f 27Act
Contractor prior to the commencement of the contract and throughout the life of
the contract as required.
All equipment and materials to be used are inspected prior to mobilization or
entry into the operation.
The contractor establishes and maintains appropriate technical competence to
perform the service required.
Assignment of adequate resources to regularly monitor and evaluate the
Contractors OH&S performance.
2.4 CoNnTRACT SUPERVISOR
Is an ACC representative, who has been assigned by the Contract Custodian for
coordinating the work activities to be performed by the Contractor for the entire
life cycle of the contract. This person will be responsible for the following:
Ensuring that all hazards and their associated risk are identified and the risk
controls are defined prior to the commencement of each task.
Organizing all necessary OH&S training, licenses, permits and procedures
Which are to be issued by ACC to the contractor for fulfilling the contract.
Ensuring that all equipment and materials to be used by the contractor have
been inspected prior to the commencement of the work.
Conducting regular inspections and assessments of the contractor’s compliance
with OH&S requirements during the life of the contract,
Informing the Contractor of all changes to the Company's OH&S requirements
as and when they arise.
INTRODUCTION
ACC approach to contractor safely management consists of two distinct
elements, Management of Contractors & Contract Management, which aims
to address the mechanisms which are consistently applied to the management
of all contractors as well as detail specific requirements which need to be
addressed in each specific contract. Therefore, this standard is structured to
address the following:
‘ACC Contactor Safety Standard Page 5 of 27Act
Management of Contractors
This section defines the common arrangements which are needed to enable
ACC to collectively manage its OH&S obligations between the company and its
contractors. This section aims to address the following:
Frame work for the prequalification and approval of contractors based on the
type of work to be outsourced.
Methods to maintain communication and consultation on matters relating to
OHBS.
Provisions for consultation with, instructing and training contractors in both
general and specific OH&S requirements of ACC.
Regular Audits and review programs of each contractor's OH&S performance to
ensure ongoing compliance and improvements in OH&S.
Contract Management
This section describes the specific OH&S requirements which need to be
addressed with each contracted service being outsourced. The section aims to
address the following:
Preparation of a clear scope of work for each individual contract identifying the
hazards, controls and Company's OH&S requirements relevant to the service
being outsourced,
Assignment of adequate resources by both parties to ensure that OH&S
obligations are being implemented and maintained by both parties.
The establishment, application and maintenance of processes to ensure that
appropriate instruction, training and information on OH&S are maintained
throughout the life of the contract.
Regular inspection and acceptance of works undertaken by the contractor to
ensure that the OH&S aspects of the work are compliant and that any new
hazards created as a result of the work are appropriately controlled.
‘The establishment, application and maintenance of standardized methods for
evaluating each contractor's OH&S performance to determine if the contractor
will be used in the future.
‘ACC Contactor Safety Standard Page 6 of 27MANAGEMENT OF CONTRACTORS:
This section details the requirements which need to be implemented to enable
the Company to demonstrate that it has established appropriate methods to
coordinate and control the range of services which it will outsource including the
inherent risks involved with those services.
4.1 PRE-QUALIFICATION AND APPROVAL OF CONTRACTOR
The pre-qualification and approval of a contractor is based on the format which
is enclosed as Annexure 1: Prequalification Questionnaire. All the required
details in the format are filled by the contractors. This data is analyzed for
qualifying or disqualifying the contractor based on the prefixed controlling points
and related marks.
Contractors who adequately demonstrate that they can comply with the relevant
Statutory Acts & Rules and Company's OH&S requirements will be recorded as
an "Approved Contractor” and be qualified to tender for services within their
approved type of works.
The prequalification of each contractor will be valid for the following period from
the date of approval:
Approved Contractors in Category 1 and 2 must re-qualify every 3 years.
Approved Contractors in Category 3 and 4 must re-qualify every 12 months.
Note: In the event a contractor does not adequately satisfy the prequalification
requirements, ACC can issue an OH&S variance in which ACC accepts the
OHS obligations of the contractor and defines how OH&S will be managed by
ACC on behalf of the contractor.
‘The Contract Custodian must maintain a register of all approved contractors.
The register will record the following information as a minimum:
Contracting Company name
Type of work approvel
Category of Contractors required
Name of the Contractor custodian and Contract supervisor where relevant.
Name, address and contact number of the contracting company.
Reference number of all active contracts.
‘ACC Contactor Safety Standard Page 7 of 27ACE
4.2 TRAINING & COMMUNICATION
To enable Pre-qualified contractors to fully appreciate the OH&S expectations of
ACC, the following method is to be followed to provide OH&S information and
specific OH&S instructions.
Contract Supervisor has to conduct safety meetings with all contraictors of their
respective active contracts once every 3 months to discuss and inform about
the safety expectations of the Company and new developments in OH&S, if
any. Contract Custodian may be called for this meeting as observer. The
attendance and minutes of the meeting is to be recorded and records
maintained.
The Contractor is to establish and maintain a list of each of its employees, who
will provide contracted service, including basic personal details, qualifications
and competencies. The data is to be updated whenever a new contract
employee commences work. Contract Supervisor is to monitor the data,
Contract Supervisor needs to identify the different types of works being
performed in their scope of work (2.g. welding, cleaning, housekeeping, work at
height, cooking etc) and organize training programs at least twice in a year
regarding company's practices and procedures relevant to the specific work
which shall be performed and records to be maintained regarding attendees
and training programs.
Contract Supervisor to provideforganize OH&S induction for each contractor
employee before the employee starts working and maintains record of the
‘same.
Contract Supervisor is to advise the contractors to prepare and get approval
from the Company for all their foreseeable Emergency Response Plans. A copy
of the same shall be available with the Contract Supervisor. Emergency mock
drills are to be conducted once in every 6 months and recorded
These requirements will apply to all contracts which have been awarded by
Acc.
4.3 Aupitinc & IMPROVEMENT
To reduce the level of risk associated with the work activities being performed to
an_acceptable level, the following auditing program is to be implemented to
‘ACC Contactor Safety Standard Page 6 of 27Act
ensure that each contractor complies with the OH&S obligations detailed in the
contract.
Initial OH&S Audit of contractor within 3 months of award of the contract.
Approved contractors in Category 1 and 2 are to be audited every 2 years.
Approved contractors in Categories 3 & 4 are to be audited annually.
The Contract Custodian is to schedule and inform Corporate OH&S to organize
specialized man power either from ACC or external specialized agency!
consultants for the audit. Audit Reports are to be maintained by the Contract
Custodian and Contract Supervisor.
Where the audit finds deficiencies in the management of OH&S by the
contractor, an OH&S improvement plan must be developed and implemented by
the contractor. This OH&S improvement plan must be reviewed and approved
by the Contractor Custodian.
5. CONTRACT MANAGEMENT
This section outlines the requirements, which need to be implemented to ensure
a systematic approach is maintained throughout the life cycle of each service
being outsourced to a contractor.
5.1 CONTRACT DEFINITION AND AWARD PHASE.
Preparation and planning is an integral part of managing risks associated with
services being outsourced to contractors. This enables Company to accept or
reject contractors on their ability to perform the work safely and initiate the first
phase in creating a common understanding of the OH&S obligations between
Company and its contractor.
General Requirements
A process must be defined, documented and implemented to ensure contractors
have the capability and capacity to perform the services being outsourced.
Therefore, the Company shall establish and implement a means to address the
following:
A formal process must be established for each service being outsourced which
requires that a formal analysis be conducted and documented on the type of
‘(ACC Contactor Safety Standard Page 9 of 27ACC
work to be performed and the potential risks associated with that work, prior to
tendering. This process must identify and record the following:
(a) Define the scope of work (range of activities, area/s of operation and equipment
involved).
(b) Expected duration of the contract
(c) Risk assessment to be conducted on all activities associated with the scope of
work.
(4) The range of technical skills and equipment required
(e) Category of Contractor required
() The name and position of the Contract Custodian who will be assigned to the
contract.
A contract tender package must be developed as directed by the Contract
Custodian (and as per ACC Construction Safety Manual, if applicable) and
communicated to each contractor who has been invited to tender for the service
being outsourced. As a minimum, the contract package must address the
following OH&S requirements:
{a) Only Approved Contractors can bid for a contract. In the absence of suitably
approved contractors, a pre qualification assessment must be performed prior
to the acceptance of the contractor bid to tender, as per the format given in
Annexure 1
(b) Detailed description of the scope of work and the site conditions in which the
work will be performed.
(c) Applicable OH&S laws and ACC OHS requirements that the contractor will be
required to adhere to throughout the life of the contract.
(d) A copy of the risk assessment and specific OH&S requirements which will need
to be applied to manage each identified risk.
(e) The range of skills, licenses, certification, expertise which will be required.
(A) Specific requirements for the provision of equipment and materials with
respect to OH&S.
‘ACC Contactor Safety Standard Page 10 of 27Ace
{g) Outline requirements, to appoint adequate resources, to ensure OH&S
obligations are fulfilled.
(h) Define the specific OH&S documentation and information which must be
supplied prior to the commencement of the contract.
(i) Provisions for contract termination for failure to comply with OH&S requirements
Not
demonstrate that they have the capability to comply with the OH&S
In the event, the contractors tendering for the service do not adequately
requirements in the contract then an OHS variance can be issued. This variance
will define that ACC accepts the OH&S obligations of the contractor and
describe how OH&S will be managed by ACC on behalf of the contractor. This,
variance must be approved in writing by the Contract Custodian.
. The Contract Administration Representative Is to develop a process for the
final approval and awarding of contracts. This process will as a minimum
address the following:
(a) Review of the risk assessment and clarification on OH&S expectations:
4. Define and document general OH&S requirements based on the guide lines
given in ACC Construction Safety Manual Part | & Il.
2. Define and document specific OH&S requirements associated with the scope of
works.
(b) Detail dates for the submission of all OH&S documentation and information to
the Contract Custodian prior to the commencement of the contract.
(c) Completion and signing of acceptance of OH&S requirements.
(d) Designation of ACC Contract Custodian
Specific Requirements
In addition to the requirements outlined above, contracts with a duration greater
than 14 days and for work in category 3 and 4 must have the following included
in the contract award process:
. The contractor is to prepare and submit an OH&S Management Plan in line
with the ACC Construction Safety Manual Part |, which is provided as part of
tender document, for approval by the Contract Custodian along with the tender
‘ACC Contactor Safety Standard Page 11 of 27(a)
(b)
(c)
(a)
(e)
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(i)
@
(k)
Act
document. The OH&S Management Plan will stipulate how aspects of OH&S will
be managed by the contractor. The OH&S Management Plan as a minimum
must address the following:
Roles and responsibilities related to OH&S for key personnel.
Standard practices which will be applied for major hazards (aligned with the
fatality prevention elements)
Methods on how risks will be identified and managed in an on-going basis.
Structure and frequency of OH&S communication forums.
Type of OH&S training and instruction to be provided.
Training, skills and licenses required for specific occupations
Safeguards which will be installed on equipment and material to be used.
Process for identifying, investigating and reporting accidents.
Emergency preparedness
Frequency for conducting inspections and audits.
Means for undertaking improvements and corrective actions
The contractor OH&S Management Plan shall include the CVs of proposed
safely officers for the contract. The safety officers are to be qualified as per The
Factories Act, 1948 and well experienced on the type of contract. The safety
officers are to be interviewed and approved by ACC before commencing the
contract. However the required number of safety officers for a contract will be
decided and communicated to the contractor by ACC, which is to be fulfilled by
the contractor. The ACC approved Contractor Safety officers are not to be
changed or transferred or removed or replaced without prior approval of ACC.
5.2 PRE COMMENCEMENT PHASE
The pre commencement of service phase is designed to enable the contractors
to integrate into ACC site culture. This phase ensures the contractor company
and its employees have both the capabilities and capacity to adequately satisfy
the OH&S obligations from the commencement of the contract and measures
are implemented to develop and build an ongoing relationship with ACC on
matters relating to OH&S.
‘ACG Contactor Safety Standard Page 12 of 27(a)
(b)
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(e)
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General Requirements
Prior to the commencement of any contract, the Contract Supervisor will ensure
that the appropriate arrangements are established to ensure that the contractor
is fully prepared in complying with the ACC OH&S requirements stipulated in the
contract, As a minimum these arrangements must address the following:
A pre-commencement met Is to be organized! arranged in which
Contract Custodian explains in detail the OH&S requirements for mobilization
and contract commencement, This meeting will also explain the OH&S
obligations in the event an OH&S variance has been issued.
Communication of the responsibilities and obligations of the Contract
Custodian and those of the contracting company’s management and
supervision. These responsibilities will include:
Reporting requirements as per ACC Construction Safety Manual
Means by which matters relating to OH&S will be resolved between ACC and
the contractor as per ACC Construction Safety Manual and other
applicable Acts and Rules.
Clarify any problems or concems which may be anticipated during the
life of the contract.
Authority to stop work based on breaches of OH&S requirements
Allocation or provision of adequate sanitary and hygiene facilities
Confirming the contractor has assigned adequate resources to
coordinate and supervise al activities within the scope of work.
Verification of all relevant licenses and qualifications to be held by the
Contractor's employees,
Ensuring all contractor employees are inducted on the ACC OH&S
requirements.
Specific instruction provided to the relevant contractor employees on the
major hazards associated with the scope of work.
Established inspection and testing processes (as per ACC Construction
Safety Manual and applicable Acts and rules) to ensure that all equipment, tools
‘(ACC Contactor Safety Standard Page 13 of 27Act
and materials being used for the contract meet the ACC OH&S requirements
and records of these inspections retained. This includes the provision of copies
of all equipment which may need to be certified under the Central/ State laws.
Issuance of authority by the Contract Custodian for the contractor to
commence work.
Specific Requirements
Contracts which have been awarded to contractors in category 3 and 4 for a
contract duration exceeding 14 days will require the contractor to submit their
OH&S management plan and the plan has to be approved by the Contract
Custodian prior to the commencement of the contract.
The Contract Administration Representative will be responsible for retaining
copies of the contract and for ensuring all relevant requirements for OH&S
contained within the contract have been issued to the Contract Custodian and
the contractor.
Where the company designates its own contractor supervisor(s), the supervisor
must be informed in writing of the expected time they are required to dedicate in
overseeing the contractors’ activities (i.e. full timo, part time — number of days or
hours per week) and his role and responsibilities including his authority in
relation to matters involving OH&S.
5.3 CONTRACT EXECUTION AND CONTROL PHASE
To ensure OH&S obligations are being fulfilled and risks associated with the
type of work being done are effectively managed, both the Company and
Contractor will need to establish suitable processes to identify, monitor and
assess the practices being applied during this phase.
General Requirements
Contract Custodian shall ensure adequate measures are implemented to
monitor the OH&S performance of each contracted service. As a minimum this
will require the following issues to be managed between the Company and the
contractor.
‘ACC Contactor Safety Standard Page 14 of 27(a)
(b)
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Ensuring that appropriate supervision is available for the types of tasks
being performed and the assigned supervisor possesses adequate knowledge
and understanding of the hazards involved with the task,
Establishing the means for informing contractor employees of the
hazards, their risks and methods to control those risks prior to the
commencement of a task. This may include one or a combination of the
following:
Project Risk Assessment (PRA) - This is to be conducted by
Contractor before the start of the Project which is to be verified,
approved by ACC and communicated to all concerned before the start of
Project.
Job Safety Analysis (JSA) - Job Safety Analysis is to be conducted by the
contractor for all new jobs/activities in the day to day work of the contract, which
is to be approved by ACC. This is to be discussed with all the concerned
Contractor Supervisors, Contractor Project Manager and in the presence of ACC
Contract Supervisor and to be recorded.
(c) Hazardous Work permits (Confined space, hot work, digging and excavation etc.,)
(d)
= Contractor shall be directed by ACC Contract Supervisor regarding Work
Permits requirement for a particular work or Contract.
Safe Working Procedure — As directed by ACC Contract Supervisor (and ACC
Construction Safety Manual if applied).
(e) Technical references (company, industry or international) ~ As directed by ACC.
Contract Supervisor.
Regular safety observations and inspections are to be organized by ACC
Contract Supervisor to evaluate the operating conditions and work practices
being applied by the contractor.
Measures for ensuring equipment, tools and materials are being
maintained in a safe and serviceable condition and where found defective are
removed from service until the defect is rectified.
Ensuring appropriate personal protective equipment is avallable and used
with respect to the type of work to be performed.
‘ACC Contactor Safety Standard Page 15 of 27Ace
equipment for conducting
hazardous tasks; this includes the application of the requirements set out in the
Provision of additional resources or speci
permit to work system.
The reporting of hazards and incidents as and when they arise during the
work.
Regular communication and reporting on OH&S performance by the
Contractor to ACC. The reporting needs to include both incident statistics and
activities undertaken to manage safely — format and frequency of reporting shall
be as directed by the Contractor Supervisor.
Coordination of activities in which the contracted service requires the
work to interface with or disrupt normal operations.
Changes to the agreed scope of work or the work method are subject to a
risk assessment and approval by ACC Contract Custodian prior to those
changes being implemented.
Specific Requirements
Where the duration of the contracted work exceeds 3 months for categories 3 &
4 then ACC must conduct a formal review and evaluation of the contractor's
OHBS performance. The review will record the extent to which the contactor has
complied with their OH&S obligations for the preceding 3 months and detail any
improvement actions required to be undertaken by the contractor. This OH&S
performance review shall be organized by ACC Contract Supervisor and a copy
of report is to be submitted to Corporate OH&S.
In respect to managing work area, the contractors in category 3 must ensure
their work area is clearly demarcated to limit inadvertent entry by personnel not
involved in the work being undertaken,
5.4 HANDOVER AND ACCEPTANCE PHASE
The handover and acceptance phase aims to ensure that as a contract comes to
its closure there are no additional hazards being introduced as a result of the
service which has been performed. This phase also enables ACC to confirm all
aspects in relation to the scope of work which has been completed to the
‘expected level of quality
‘ACC Contactor Safety Standard Page 16 of 27(a)
(b)
(c)
(d)
(a)
(®)
(o)
General Requirements.
A formal process needs to be established for ensuring each contracted service
is completed to the expected level of quality and where the service is performed
within an operation or facility, the working area has been made safe. As a
minimum this process will need to address the following:
ACC Contract Supervisor has to organize inspections of the work area to
ensure all redundant material and equipment has been removed and the area is
safe for use. This includes:
Physical inspections are performed on all plant and equipment to ensure all
‘safeguards are operational prior to the plant and equipment being returned / put
to service.
Safety barriers and general housekeeping has been restored to an acceptable
condition.
Safely provisions are available and functioning as designed.
Assessment to determine if new hazards have been introduced into the work
area.
ACC Contract Supervisor is to ensure that all relevant documentation,
records and information relating to OH&S have been received by ACC.
This i
cludes but is not limited to the following:
Provision of relevant operational or safe work procedures.
Provision of design drawings or schematics.
Provision of certification or records required by the country’s laws.
The Contract Custodian and the contractor must sign and record an
acceptance, they are satisfied that the area is safe including equipment and
materials and they approve the closure of the contract to commence.
5.5 CONTRACT CLOSE OUT AND REVIEW PHASE
The Contract closeout and review phase aims to establish a consistent process
by which contractors are evaluated on their OH&S performance to determine if
the contractor should be retained as an Approved Contractor.
‘ACC Contactor Safety Standard Page 17 of 27,General Requirements
Formal review must be undertaken by ACC Contract Supervisor at the
completion of each contract. These reviews must evaluate the overall OH&S
performance of the contractor and must address the following:
Injury/ ilness experience
OHS incidents
Audit observations and corrective actions
Overall commit
ent to OH&S obligations
Quality and experience of the contractor's supervision
Compliance of the contractor's equipment, tools and materials with the
Company's OH&S requirements.
Situations, which required the work to be stopped based on OH&S
concerns.
Based on the review of the above information, the evaluation needs to record
the following:
Determine if the contractor is to be retained as an ACC contractor and if
* any actions are required to retain this approval.
Note:
Annexure 1
Specific comments related to the overall performance of the contractors
OHS performance.
In situations where the contractor will not be retained as an ACC Approved
Contractor, the ACC Contract Custodian must be informed and contractor
removed from the company register. The Contractor must be informed that they
will need to be subjected to a prequalification assessment before being
considered for reinstatement as an Approved Contractor.
6. Attachments
Pre qualification Questionnaire
‘AGC Contactor Safety Standard Page 16 of 27Ace
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‘ACC Contactor Safety Standard Page 19 of 27Ace
ANNEXURE 1
Contractor Pre Qual
4.Scope
This assessment is used by ACC to assess the extent its contractor's development
and commitment to OH&S. The questionnaire considers a wide range of issues
pertinent to OH&S, based on the response ACC will determine if the contractor will
qualify and be registered as an “Approved Contractor’
2. Contractor Details
Name of Company
Postal address
Street address
Contact person
(a) Name
(b) Title
(c) Mobile No.
Phone
Fax
Project or Type of Work
Previous ACC Contracts
3. Contractors/Company Profile
Contractors Type of Work (Description of Service)
‘ACC Contactor Safety Standard Page 20 of 27ACC
3.1 ORGANIZATION DETAILS (Please provide copy of the Organization Chart)
Key Roles:
Number
Managers
Frontline Managers/Supervisors
Employees
‘Sub Contractors
Injuries/llInesses 12 No. OH&S
Month History Recognition
Details.
Fatalities ‘Achievements
Lost Time Injuries (LTI) Certified (OHSAS.
18000, 4801 etc.,)
Lost Time Injuries ‘Awards
Frequency Rate (LTIFR)
Medical Treatment ‘Any other please
Injuries mention
‘Number of Sites/Projects
Employee hours worked
for 12 months
Disabling injuries
Near miss/near hit
incidents,
Incidents causing
property damage during a
| contract
lliness caused by
| workplace factors
Total no. of accidents
Provide evidence by supplying copies of relevant documents
DESCRIPTION
YES
NO.
General OH&S Systems
Policies
Does your organization have a written health and
safety policy?
‘Does your organization have a written training policy?
Does your organization have a written drug and
alcohol policy?
Does your organization have a written Environmental
policy?
mol ofa] >lalals
Are these policies included in an employee induction
document?
‘ACC Contactor Safety Standard
Page 21 of 27Act
DESCRIPTION
YES
NO
Provide evidence by supplying copies of relevant
documents
Responsibilities
Have contractors and their staff been informed to
understand the legal responsibilities they hold on
behalf of their organization for OH&S Training?
Management
Supervisors
Employees
Subcontractor Employees
Provide evidence of supplying copies of relevant
documents
Induction and training
Does your organization have a formal employee
| induction program that includes OH&S training? |
Does your organization have written safety induction
program for newly hired employees?
Does your organization have a process to maintain
records of employee induction?
Does your organization have a process to record
specific health, safety, environmental and training for
employees?
__| equipmentictothing?_
Does the training include safe working practices and
correct use of appropriate protective
Does the written OH&S induction program include
instruction on the following: _
_Allelements of your written safely plan/program
. Methods of safely supervision
Tool box meetings
Emergency procedures
>. First Aid facilities
3. Accident investigation
Job hazard analysis techniques
elslslalslelyia|
3. Fire prevention/protection
9. New worker orientation
10. Resolution of safety issues
11. Responsibilities
Provide evidence by supplying copies of relevant
documents
Selection of sub-contractors
Does your organization have a process to determine
the OH&S training capacity of sub-contractors?
Is the performance of sub-contractors monitored as
work is being undertaken?
Provide evidence by showing your process to
engage subcontractors and monitor them during
their work.
‘ACC Contactor Safety Standard
Page 22 of 27Act
DESCRIPTION
YES.
NO
Health Monitoring
Does your organization have a system in place to
monitor the health of employees with regard to any
hazards they may be exposed to?
If'yes’, what is the frequency of your health-monitoring
program?
(Please circle relevant frequency rate given below)
1 2 3 4 5 years
Provide evidence by showing a copy of your
Health monitoring reports.
|
Insurance
‘Do you have public liability insurance?
Do you have professional indemnity insurance?
Do you have product liability insurance?
Do you have motor vehicle insurance?
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Do you have employers’ liability insurance?
Provide evidence by showing a copy of your
insurance policies.
>|
q|
Plant and equipment ase
When using plant and equipment either owned by you,
provided to you by ACC, or from any other party
(leased, hired, borrowed etc) do you have systems in
place to ensure that:
1. All plant is fitted with safely equipment as presoribed
by legislation i.e. machine guards
2. Plant and equipment is fit to be used for the purpose
you intend?
3. Your employees who are to operate the plant and
equipment are trained in its safe use?
4, Your employees have the correct licenses and/or
cerlificates to operate the plant and equipment?
Does your Organization have in operation a method or
system for recording regular inspections and
maintenance of hand tools, machinery (cranes,
vehicles, boom lifts, hoists/ifting tools, etc) and
electrically operated equipment? If so describe (attach
details if additional space is required)
Provide evidence of training records and
Ucenses/certificates
Accident / Incident Management
ident
Does your organization have an accident
reporting system?
Does your organization have an accidentincident
investigation process?
‘ACC Contactor Safty Standard
Page 23 of 27Ace
# DESCRIPTION Yes [NO
C__ | Does your organization have a system to report
incidents/accidents to the principal they are working
for?
D | Has your organization been prosecuted for an OH8S
breach?
Provide copies of your Accidentincident
management system
9 | Personal Protective Equipment (PPE)
Has your organization assessed the jobs/tasks that
require PPE?
Does your organization provide/supply PPE to all
employees as required?
Doss the PPE provided comply with all Legal
_| requirements? Beceeeeeate ce i
Have your employees been trained in its correct use,
maintenance & storage?
oo] of >>
Provide a copy of your PPE requirements
A | Does your organization have and follow safe work
procedures for the following:
. Fall protection
._ Scaffolding/working platform
._ Floor/wall/roof openings guards
. Mobile equipment safety
._Fire protection
Injury treatment procedure
3. Rescue/evacuation procedures
1
2.
3
4
5. Housekeeping
6
7
8
9
). Hazard recognition
10.Toxic substanc
41, Trenching/excavation
12.Signs, barricades, flagging
13. Electrical safel
14. Rigging/crane safety
18. Confined Space entry and working
16. Welding/burning permit procedures
17. Synthetic fiber handling procedures
18. Lockout/tagout procedures
49. Manual handling
20. Compressed gases/gas cylinders
21. Eye protection PPE
22. Hearing protection PPE
23. Foot protection PPE
24, Respiratory protection PPE
25. Chemical protective clothing
26. Anti fall protection PPE
27. Hand protection PPE
‘ACC Contactor Safety Standard Page 24 of 27ACE
# DESCRIPTION
YES
NO.
28. Other — Please explain
B_ | When working on the following services does your
organization have and follow safe work procedures:
1. Gas
2. Electricity
3. Water
|. Telephones
5. Any other please inform
Provide evidence by showing copies of safe work
procedures
410 | Hazard Management
‘A | Does your organization have written ‘Safety
Management Plan’?
B | Does your organization have process to systematically
identify and control significant hazards in the place of
work?
[Does your organization have a system to record,
review hazards and controls?
D | Does your organization have a system to advise ACC
of any hazards you will bring to or create in the place
of work?
E | Does your organization have a system to ensure the
OHS of anyone lawlully in or in the vicinity of the
workplace?
Provide evidence by showing your Hazard
Management System and Safety Management Plan
4.11 | Emergency preparedness and response
‘A [Does your organizalion have emergency response
procedures to deal with work-site emergencies?
B | Wil your organization have cerlified first-aiders on site
who can respond in the event of an emergency?
Number of first-aiders :
Provide evidence by showing a copy of your
emergency plan
5. Other Relevant Information
If there is any other information we should have to assist us in the assessment of
your capabillies (0 work effectively on OH&S and technical training; please
include it here.
‘ACC Contactor Safely Standard
Page 25 of 27ACt
6. Conditions
All Contractors, sub-contractors and their employees are expected to comply with
ACC Occupational Health & Safety Policy.
Signed for and on behalf of the contractor by:
Full name of representative
Signature
Date
‘ACC Contactor Safety Standard Page 26 of 27ACE
7. AGC Evaluation
This section is to be completed by the ACC Representative to determine if the
contractor should be accepted as an “Approved Contractor”
7A Approval Request
This assessment of the Contractor is a
Prequalificatior
Re-qualification..
7.2 Recommendations
Recommended as an “ACC Lid., Approved Contractor” Yess or-~—- No
Contractor Category 1 2 3 4
Type of work Approval
7.3 Authorization
Having reviewed the information provided above and assessed the follow-up
reports | acknowledge the Contractor's suitability as an “Approved Contractor”:
Signed for and on behalf of ACC Ltd.,: - Contractor Custodian
Full name of Contractor Custodian =
Signature:
Date:
‘ACC Contactor Safety Standard 7 Page 27 of 27