Corporate Standard. Contractor Management

Transcription

1 Corporate Standard Contents Purpose... 2 Scope... 2 Definitions... 2 Background... 3 Specific Requirements... 4 Responsibilities Review Date References Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 1 of 11

2 PURPOSE The purpose of this standard is to provide the overarching framework for BAC s contractor management process. SCOPE This Standard applies to the engagement and management of contractors performing work or services for, or associated with, BAC activities and operations. DEFINITIONS Accredited external OHS Auditor means a person with accreditation by a recognised accrediting authority as an OHS auditor, i.e. Accredited Lead WHS Auditor with RABQSA. Competent Person means a person who has, through a combination of training, education and experience, acquired appropriate knowledge and skills enabling that person to perform correctly the specified task. Contractor means a person or company engaged to perform work or services with, or associated with BAC. Examples of a contractor include a person or company engaged to: build or improve buildings or facilities; perform maintenance work to existing buildings or facilities; provide expert advice in a specific area of expertise consulting services; or in a labour hire capacity. Category A Contractor means a contractor who has been or is to be appointed as a Principal Contractor for a specific construction project. Category B Contractor means a contractor performing works within areas of the airport which are controlled by BAC and where the activities associated with the works are undertaken in accordance with the contractor s own OHS management system, safety plan and procedures. NOTE: Category B contractors are still required to adhere to all approval and training requirements of BAC s OHS management system and are subject to supervision activities of BAC staff. Category B contractors are generally used to perform or provide long-term continuous work or services integrated within airport operations, such as cleaning or security contracts. Category C Contractor means contractors who do not operate an OHS management system to a standard accepted by BAC and are therefore subject to all elements of BAC s OHS management system, including undertaking risk Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 2 of 11

3 assessments and developing work method statements for the work or services they are to perform in accordance with BAC s OHS Management System. Category D Contractor means a person or company engaged in a consulting capacity where no construction or maintenance activities are undertaken. These contractors are required to work in accordance with BAC OHS management system. Category E Contractor (Tenant) means a company or individual who has an existing contract or lease agreement with BAC giving them effective and sustained control over land, a building or part of a building. BAC tenants do not provide works or services but may require approval from BAC prior to certain activities being undertaken. Project Manager means a BAC employee responsible for managing construction project activities. Work Coordinator means a BAC employee responsible for managing contractors in the performance of maintenance activities. Principal Contractor means the contractor appointed by BAC in the approved form for the purpose of performing construction work in accordance with the Workplace Heath and Safety Act BACKGROUND BAC operates a lean organisational structure that relies heavily on the outsourcing of a number of activities, including maintenance and construction works. The work activities of contractors have the potential to result in injury to not only contractors but also BAC employees, other airport workers and/or members of the public. To mitigate this risk, it is essential that there are appropriate processes implemented to control, review and supervise OHS aspects of contractor works. In addition to this, BAC has a legislative obligation to ensure that risks associated with its operations and activities, including those performed by contractors, contractor employees and subcontractors are managed. This Standard establishes the framework for BAC s contractor management systems in order to ensure appropriate minimum standards of OHS for BAC contractors, including the effective management, monitoring and control of these standards in the performance of contractor works or services. Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 3 of 11

4 SPECIFIC REQUIREMENTS General BAC has identified the following categories of contractor arrangements to address the differing nature of the work activities undertaken by BAC: Category A Contractors engaged for autonomous construction projects where the contractor has been appointed Principal Contractor. Category B Contractors contractors directly engaged and managed by BAC for works within BAC controlled areas, who have implemented, and regularly review the effectiveness of, an OHS management system. Category C Contractors contractors directly engaged and managed by BAC for works within BAC controlled areas, working under BAC s own OHS management system. Category D Contractors contractors engaged to provide professional consulting services, who will work under BAC s OHS management system. Category E Tenants who will operate under their own OHS management system, however may need to advise and/or seek approval from BAC for certain work activities. Contractor Approval All contractors working for, or on behalf of, BAC must hold BAC Approved Contractor status. The approval requirements for each category of contractor are detailed in the table below: Category A B Requirements for Approval Contractor to complete the Application Form BAC Approved Contractor Status for Category A. Contractor to provide BAC with current Public Liability and WorkCover insurance certificates. (NOTE: Public Liability insurance certificates must be signed, dated and printed on insurer s or broker s letterhead). BAC to complete a Workplace Health and Safety Queensland Form 34 Notice of Appointment of a Principal Contractor and provide to the OHS team along with evidence of a completed review of the Construction Safety Plan. Contractor to complete the Application Form BAC Approved Contractor Status for Category B & C Contractors. Contractor to provide BAC with current Public Liability and WorkCover insurance certificates. (NOTE: Public Liability insurance certificates must be signed, dated and printed on insurer s or broker s letterhead). Contractor to provide audit verification that their OHSMS Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 4 of 11

5 Category C D E Requirements for Approval has been audited by an external auditor (this may be a certificate or audit report) within the last twelve (12) months. A valid certificate of compliance (valid for 3 years) may also be provided. If Non-Conformances are determined throughout the external audit, an action plan may be requested to accompany the audit verification. Contractor to complete the Application Form BAC Approved Contractor Status for Category B & C Contractors. Contractor to provide BAC with current Public Liability and WorkCover insurance certificates. (NOTE: Public Liability insurance certificates must be signed, dated and printed on insurer s or broker s letterhead). Contractor to complete the Application Form BAC Approved Contractor Status for Category D Contractors. Contractor to provide BAC with current Public Liability and WorkCover insurance certificate. (NOTE: Public Liability insurance certificates must be signed, dated and printed on insurer s or broker s letterhead). Commercial Services (Property section) to complete the Application Form BAC Approved Contractor Status for Category E Contractors (Tenants). The above information must be forwarded to the OHS section for processing. Contractors who complete the relevant Application Form BAC Approved Contractor Status to an acceptable level and provide all other required documentation will have their details entered into the Toolbox Contractor Database and assigned Approved status. BAC Approved Contractor status is granted for the following time periods: Category A duration of project activity as per Form 34 Category B 3 years Category C 3 years Category D 12 months Category E 12 months Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 5 of 11

6 The application process is summarised below: Contractor provided with information relating to BAC s OHS requirements by Project Manager/ Work Coordinator. ( Application for Approved Contractor Status form (and any other required documents, eg. CSP) completed by contractor and returned to BAC OHS. Application form and other required information forwarded to BAC OHS. Application form (and other documentation) reviewed by BAC OHS. APPROVED Contractor entered on Approved Contractor Database. NOT APPROVED Details of further information required ed to Work Coordinator or Project Manager. Confirmation sent by BAC OHS to Work Coordinator/ Project Manager. Approved Status Expiry BAC Approved Contractor status is granted subject to a number of conditions. The following table details the situations in which the Contractor Approval status will expire and the required action to regain approved status. Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 6 of 11

7 Reason for Approval Expiry Three (3) year approval period has lapsed. Length of the project/service has lapsed. Public Liability insurance certificate has lapsed. WorkCover insurance certificate has lapsed. Unacceptable OHS performance Action Required Re-apply completing all the necessary documentation for the relevant contractor category. BAC Works Coordinator/Project Manager to notify OHS section that project is not yet completed and nominate new completion date. NOTE: During any defects liability period, Principal Contractors will be required to obtain Category B approval status. Provide current Public Liability certificate. Provide current WorkCover certificate. Provide evidence that the OHS issues have or are being rectified Contract Provisions The BAC manager responsible for the contract should ensure all relevant mechanisms are incorporated in contract documentation to allow BAC to effectively and appropriately manage the OHS requirements for the proposed work activities. BAC precedent documents contain standard clauses for this purpose. Contractor Induction All contractors working for and on behalf of BAC must complete an induction before commencing work at Brisbane Airport. The induction program is available online and there are a number of profiles covering specific areas and activities. As a minimum, all contractors must complete the BAC General profile. Detailed instructions on the use of the online induction program are available on the working at Brisbane airport website. Principal Contractors may use the information contained in the BAC induction program in their site-specific induction as desired. Contractor induction cards are valid for a period of 12 months and must be worn at all times and must be produced along with photo identification if requested by any BAC employee. Works Approval All contractor works are subject to approval by BAC. The Project Manager/Work Coordinator is responsible for issuing Works Approval to contractors. Within this process, an OHS Permit to Work may be required for certain activities. Further information on this process is contained in the BAC Permit to Work Corporate Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 7 of 11

8 Standard. OHS Performance Access Access to any Principal Contractor work location is the sole responsibility of, and controlled by, the Principal Contractor appointed for those works. Site access for BAC employees should be addressed as part of the OHS management documentation provided for the works or services by the Principal Contractor. For all works that are conducted in BAC-controlled areas access remains the responsibility of BAC. OHS Management Principal Contractors Principal Contractors are responsible for ensuring that OHS processes accepted by BAC as part of the project approval are implemented. Where work is required to be undertaken outside of a Principal Contractor s defined work boundaries that meets the criteria stipulated in BAC s Permit to Work Corporate Standard, a Work Clearance is required to be issued. Other Contractors Category B contractors are to ensure that their audited OHS management system and relevant procedures accepted through the approval process are implemented and followed by the Contractor s employees whilst on-site. Where work meets the criteria stipulated in BAC s Corporate Standard for Permit to Work, a Work Authorisation is required to be issued. System control documentation provided by the contractor as part of the permit application may be in the format required by their audited OHS management system. Category C contractors are required to adhere to all the applicable processes provided by BAC s OHSMS. OHS Auditing, Inspection and Observation OHS Audits, inspections or observations may be undertaken during the life of a contract with BAC in accordance with any included OHS contract provisions. BAC will conduct OHS audits, inspections and/or observation activities deemed appropriate for the contractor activities in BAC-controlled areas, including the activities of Principal Contractors where these have the potential to impact on BAC areas of control. These review activities will be conducted in accordance with the BAC Monitoring, Measurement and Review Procedure. Any identified non-conformances or system deficiencies will be reported to the nominated responsible person for the contract/contractor in accordance with BAC s Hazard and Non-Conformance Reporting Procedure. Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 8 of 11

9 In conjunction with this, BAC employees should undertake regular inspections and observations of any contractor work activities for which they are responsible, documenting and ensuring rectification of any identified issues in accordance with the above procedure. Where a serious risk is identified during the above activities, the BAC employee conducting the inspection must take any necessary steps to ensure immediate cessation of the activity and commence appropriate measures to ensure the situation is remedied and/or made safe as soon as possible. During the life of a contract or works approval, a contractor may be called to show cause or discuss the adverse findings or report relating to their OHS performance. This should occur whenever the results of an OHS audit, inspection, or demonstrated poor performance concerns such as a serious incident or government sanction become evident. The responsible BAC person overseeing the contract and/or BAC manager must consult with the contractor to remedy the situation and ensure the contractor can continue to work under the contract or works approval to an appropriate standard in accordance with BAC OHS minimum requirements. OHS Reporting Requirements All contractors are required to report to their BAC contact the following: Notifiable Incidents (any incident involving death, dismemberment, injury where more than 4 days off work is required, any illness caused by work or a dangerous event- refer Definitions). Injury involving any member of the public or airport worker; Any injury resulting in emergency services being called to a BAC site; OHS regulator (eg. Workplace Health and Safety Queensland, Electrical Safety Office, etc) activities, such as: o Inspections carried out; o Improvement or prohibition notices issued; o Enforceable undertakings Any of the above must be reported to the responsible BAC manager and by written correspondence within 24 hours. The written correspondence must include a report of factual events. Where improvement or prohibition notices are issued, or enforceable undertakings made, the contractor must provide a copy of such notices to BAC, as well as specific detail, explanation and proposed corrective action. Provision of Information In circumstances where a contractor has modified plant and equipment, or repaired or installed electrical equipment, or laid underground cabling/services, there is a need for relevant records, detailed drawings and other data and information to be provided to BAC to enable it to meet its on going obligations in the future for Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 9 of 11

10 managing health and safety, as well as meeting compliance needs. This information may include, but is not limited to, the contractor providing: Plant risk assessments; Hazardous substance manifests; Noise surveys; Plant operating, maintenance and servicing instructions and manuals; As built electrical installation drawings; Services drawings, including depth and location of underground cables etc; Compaction certificates and ground stability information relating to excavated ground; Work certificates/certifications from licensed persons, such as connection certificates from licensed electrical workers; Test and/or inspection certificates, such as safety line anchor points; Design certificates and registrations, such for gantry cranes or other plant; and Plant compliance and commissioning certificates. Many of the requirements for the provision of drawings, certificates, risk assessments and other information are legislated within OHS regulations, advisory standards, codes of practice and Australian Standards etc. The responsible BAC person must ensure that all relevant requirements for information to be provided by the contractor is identified and mechanisms in place to ensure these are obtained. OHS Performance Review The OHS performance of BAC approved contractors will be assessed from time to time. This assessment will determine whether the Contractor remains on the BAC Approved Contractor database. The OHS performance review should take into account an assessment of the following criteria: OHS performance against any OHS requirements in contract documents; OHS performance against this Corporate Standard including, but not limited to: o OHS reporting requirements; o OHS auditing, inspection and observation results; and o Accident/incident data. OHS regulatory body interactions e.g. inspections, improvement notices, prohibition notices and enforceable undertakings issued; and Completion of OHS actions (which may be as a result of audits, inspections or OHS regulatory body interactions). Monitoring and Review Adherence to the requirements of this Standard will be monitored in accordance with BAC s Monitoring, Measurement and Review Procedure. Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 10 of 11

11 RESPONSIBILITIES BAC Executive Managers Ensure adequate resources (time, equipment and personnel) are allocated for the effective implementation of this Corporate Standard. OHS Manager Maintain the currency and accuracy of this corporate standard, reflective of legislative requirements and BAC needs. Ensure all relevant BAC workers receive training to enable them to undertake their responsibilities as outlined in this Standard. Ensure that the performance of BAC and contracted personnel are reviewed with respect to this Corporate Standard. Provide and maintain frameworks for keeping of records in relation to OHS activities associated with use of contractors by BAC. BAC Work Coordinators/Project Managers Monitor and review the OHS performance of contractors in accordance with this Corporate Standard. REVIEW DATE This Corporate Standard and the actions outlined above will be reviewed in June 2013 unless required earlier because of changes to the risk profile or the workplace or relevant legislation. REFERENCES Workplace Health and Safety Act 1995 (Qld) Application for Approved Contractor Forms (Cat A to E) Hazard and Non-conformance Reporting Procedure OHS Monitoring, Measurement and Review Procedure Permit to Work Corporate Standard Date Issued July 2010 Management Procurement/ Uncontrolled if Printed Page 11 of 11