OHS Contractor Management Procedure

Transcription

1 The Wudinna District Council will through this procedure seek to ensure that Contractors they engage have an adequate understanding and a commitment to Occupational Health, Safety and Welfare as well as being competent providers of the goods or services they are contracted to provide. Wudinna District Council is required to select, induct and monitor contractors undertaking work for Council and maintain records (please refer to the document titled Selection, Induction and Monitoring - Administration). The Contract Superintendant will determine the OHS&W risk classification of the contract. When classifying contracts the following issues will be considered: Types of risk associated with the contract work } Complexity of the work High, Medium or Low Risk Contract Duration of the contract When considering contract work and contractors, in addition to implementing this OHS Contractor Management, reference is also made to the Local Government Risk Services secure website: (The first tab at the top left side of the page Mutual Liability Scheme / Risk Management / Contract Systems) 1. Tender Process The implementation of a formal tender process is detailed in The Procurement Guide document, which outlines the procedure and provides information applicable to the tender process, selecting the Contractor and implementing the contract. Refer to The Procurement Guide when applying a formal tender process. 2. Contractor Management The document titled Selection, Induction and Monitoring outlines the process to be used for documentation and recording purposes for contracts. By use of the documentation the Superintendant will seek to ensure that the: Contractor has a good understanding of the hazards and risks associated with the activities they will be engaged to perform. Contractor has established systems and procedures for managing the OHS risks (although with the smaller contractor/s these may not be formalised). Contractor is licensed for the relevant activities and employees and/or subcontractors have appropriate competencies and licences required for the contract works. Plant and equipment is appropriately licensed or registered and systems in place for the maintenance / inspection of the plant and equipment on a regular basis. Contractor will undertake a contract specific assessment to ensure hazards are identified and controlled for the contract services and the Contractor must demonstrate an understanding of any specific health and safety requirements identified of the work to be performed. Contractor will be responsible for ensuring any employees and/or subcontractors of the Contractor are informed of any identified risks and controls relating to this contract. The Contractor is required to notify Wudinna District Council of employees and/or subcontractors employed to carry out the work of this contract. Document Number: The electronic version on the Internet is the controlled version Page 1 of 5

2 3. Selection, Induction and Monitoring of Contractors The Selection, Induction and Monitoring (Administration) document is applicable to all contracts. Monitoring of the contract shall be completed more consistently with long term contracts and with contracted work that is conducted via the preferred supplier of contractors system. 3.1 Selection On selection of an appropriate contractor to undertake contract work, the Contract Superintendent shall complete Sections 1, 2 and 3 of the - Selection, Induction and Monitoring (Administration) document to record the details of the contract and the Contractor. 3.2 Induction At the commencement of the contract the Contract Superintendent will induct the Contractor into the contract by communicating any requirements for the contract as specified in the contract documentation, as well as any Wudinna District Council Occupational Health, Safety and Welfare (OHS&W) matters that may be relevant to this contract or relevant to carrying out this contract. The Induction can be recorded by completing Section 5 of the - Selection, Induction and Monitoring document. Section 6 of the - Selection, Induction and Monitoring (Administration) document enables a record of the relevant OHS&W matters pertaining to the contract to be recorded. Once inducted, the Contractor is required to complete a Job Safety Analysis (JSA), (refer to OHS Contractor Selection, Induction & Monitoring - Contractor s JSA document) and further will be responsible for communicating the induction information as well as the JSA details to any subcontractors or employees of the Contractor. The Contractor is required to keep and maintain records of any inductions, induction information and JSA information that has been provided by the Contractor to any subcontractors or employees of the Contractor. Information communicated by Wudinna District Council through the induction will not relieve the Contractor from any legislative and statutory obligations for Occupational Health Safety and Welfare. 3.3 Monitoring During the course of the contract, the Contract Superintendent shall monitor the contract, have the power to inspect the work and have the right to interrupt the work if safety standards are violated Contracts shall be monitored in accordance with the nominated monitoring/inspection regime identified in the initial risk assessment undertaken by the Contract Superintendent, by specific reference to the complexities and risks identified in the course of that assessment Contracts that are not part of the Preferred Contractors Process (see Item 4 below), need to be assessed by way of the risk assessment process and a nominated inspection/monitoring regime (if applicable) should be established by reference to the complexities and risks so assessed. The customary practice of inspecting and checking that work has been satisfactorily completed should still be undertaken. 4. Preferred Contractors Register Wudinna District Council has a Preferred Contractors Process that requires contractors to register with Council, provide copies and details of any licence / permit / registration requirements and undertake an induction. Document Number: The electronic version on the Internet is the controlled version Page 2 of 5

3 The Preferred Contractors Process allows Contractors to remain on a Preferred Contractors list and therefore be allocated contract work on an ongoing basis. The Preferred Contractors Register shall be monitored and updated on an ongoing basis to ensure currency of contractor licences / registration and insurance, with a review of preferred contractors undertaken every two years. Records All records relating to Contractor Management must be forwarded to Council administration staff to be incorporated into Council s Record Management System in accordance with GDS20 compliance. Copies may be retained by other parties, but must be marked copy. Responsibilities Wudinna District Council has delegated the responsibility for implementing formal tender processes to the Chief Executive Officer. The Chief Executive Officer will delegate the responsibility of implementing the OHS Contractor Management process to the Council Officer responsible for the Project (the Contract Superintendent) prior to contracting the services of a Contractor. Measures Contractor safety requirements are included in all tender processes. Records are kept that demonstrate contractors and sub-contractors have been provided with induction, have the appropriate training (where required) and have received the relevant information relating to the contract work. Audit outcomes of inspections are available. A Preferred Contractor Register is available and up to date, inclusive of required licenses and permits. Review This shall be reviewed by the Wudinna District Council OHS&W Committee, in consultation with employees or their representatives, every (24) twenty-four months or more frequently if legislation or Council require change. This will include a review of the following: Legislative compliance issues. Audit findings relating to asbestos management. Incident and hazard reports, claims costs and trends. Feedback from managers, employees, contractors or others. Any other relevant information. Results of reviews may result in preventative and/or corrective actions being implemented and revision of this document Legislation South Australian Occupational Health Safety and Welfare Act, 1986 South Australian Occupational Health Safety and Welfare Regulations, 2010 Local Government Act, 1999 Document Number: The electronic version on the Internet is the controlled version Page 3 of 5

4 References Australian Standard 4801 The Procurement Guide - The Fundamentals of Procurement LGCS Policy Selection, Induction and Monitoring (Administration) Selection, Induction and Monitoring - Contractors JSA OHS&W Flowchart Signed: Responsible Officer Signed: Chairperson OHS&W Committee Date: / / Date: / / Non-English translations of this document can be made available, if required. A copy of this can be obtained from: The Wudinna District Council, 11 Burton Terrace Wudinna SA 5652 Document Number: The electronic version on the Internet is the controlled version Page 4 of 5

5 OHS&W Flowchart CONTRACTOR REQUIRED? (Refer to The Procurement Guidelines) Tender Required Contractors (Refer to (click on the tab at the top left side of the page LGA General / LGA Publications / The Procurement Guide) B1 The Fundamentals of Procurement LGCS) e.g. Construction, demolition, on-going management of premises, long term services or supply of goods (example: footpath paving, road construction) Implement The Fundamentals of Local Government Procurement located at the secure website (click on the tab at the top left side of the page LGA General / LGA Publications / The Procurement Guide) B1 The Fundamentals of Procurement LGCS) Contractor has established or can demonstrate (prior to commencing) a capability to establish appropriate OHS&W systems relevant to the contract. Opportunity provided to meet criteria Place on Preferred Contractors Register Tender Not Required Contractors long term e.g. regular maintenance of facilities, servicing of equipment (example: fire extinguisher maintenance, electrical checking and tagging) Tender Not Required Contractors short term e.g. occasional / not ongoing provision of service or goods (example: Building repairs and maintenance, Plumber for leaking pipe) Apply the OHS Contractor Management Selection, Induction and Monitoring process Contractor has established or can demonstrate (prior to commencing) a capability to establish appropriate OHS&W systems relevant to the contract. Apply the OHS Contractor Management Selection, Induction and Monitoring process Meets criteria? YES Registered on Preferred Contractor List? YES (If already on) Remove from Preferred Contractors Register Document Number: The electronic version on the Internet is the controlled version. Page 5 of 5 Printed copies are considered uncontrolled.