Contractors and Suppliers Code of Conduct June 2013 Owner: Facilities, Maintenance and Property Manager Page 1 of 8
Table of Contents 1. Purpose of this Document... 3 1.1. Non Compliance with Code... 3 1.2. Acceptance of Code... 3 2. Conduct when in Properties... 4 2.1. Booking Appointments... 4 2.2. Upon Arrival at a Workplace... 4 2.3. Maintaining a safe environment when performing Works on Sunnyfield sites... 4 2.4. Whilst engaged on Sunnyfield sites you will refrain from;... 4 3. Contractor Requirements (Legal and Obligatory)... 5 3.1. Contractors Business Registration... 5 3.2. Contractor and Trade Licences... 5 3.3. Contractor Insurance Requirements... 5 3.4. Workplace Health and Safety... 6 3.5. Safe Work Method Statements (SWMS)... 6 3.5.1. Hot Work Permit... 6 3.5.2. Working at Heights... 6 3.5.3. Hazardous Substances... 6 3.5.4. Lead Paint... 6 3.5.5. Traffic Management... 6 3.5.6. Asbestos... 7 3.6. Materials or Supply Standards... 7 3.7. Material Safety Data Sheets (MSDS)... 7 4. Purchase Orders... 7 4.1. Issuing purchase Orders... 7 4.2. Quotations... 7 4.3. Variations (to quotations)... 7 4.4. Failure to respond to a purchase order... 7 5. Payments and Invoicing... 8 5.1 Commitment... 8 5.2 Invoicing time frame for Contractors... 8 5.3 Disputes... 8 5.4 Dispute Appeals... 8 Owner: Facilities, Maintenance and Property Manager Page 2 of 8
1. Purpose of this Document The code of conduct is designed to ensure a lasting working relationship between contractors and staff. It undertakes to ensure all business dealings are carried out ethically and in the interests of all parties concerned. All contractors and suppliers are required to sign and comply with this document when engaged with work for Sunnyfield. Compliance by all ensures no disadvantage to any contractor or supplier. 1.1. Non Compliance with Code Non-compliance with this code and demonstrated corrupt or unethical behaviour may lead to, but not be limited to: Termination of Contract Removal from Approved List of Contractors Loss of Future Work Loss of Reputation Investigation for Corruption Matters being referred for Criminal Investigation 1.2. Acceptance of Code The following section is to be completed by the Contractor / Supplier, before returning one copy of the document to Sunnyfield. (One copy to be retained by the contractor) I/We have read and understood the Code of Conduct for Contractors and Suppliers, and I/We agree to abide by its requirements. Company Name Position Signature Date Owner: Facilities, Maintenance and Property Manager Page 3 of 8
2. Conduct when in Properties Contractors are alerted to the fact that whilst you are working on a property, it is first and foremost the occupant s workplace and or residence. Contractors become representatives of Sunnyfield when undertaking works in Sunnyfield properties and as such are expected to behave in a professional manner at all times. 2.1. Booking Appointments Upon receipt of the work order from Sunnyfield the contractor will be responsible for arranging initial access to the property to carry out the works. Sunnyfield will supply the contact details for the premises. Where the contractor has been unable to contact the premises manager or given contact, after two attempts through phone, email, or fax, the contractor must advise the staff member who issued the Work Order immediately. The staff member will remedy the situation and advise on the re-attendance procedure. 2.2. Upon Arrival at a Workplace Contractors are to introduce themselves on arrival to the Sunnyfield representative as a contractor attending on behalf of Sunnyfield. Ensure you are dressed appropriately for the works you are performing. The contractor is to take appropriate measures to gauge the environment they are in and the risks at all times and contact immediately if any adverse or unacceptable risks are present. Fully explain if asked what you have been asked to do before commencing any works, and let them know how long the process is likely to take. Please report any concerns or issues to the representative immediately, in particular any Health and Safety issues or displacement recommendations during the carrying out of works. 2.3. Maintaining a safe environment when performing Works on Sunnyfield sites Where relevant, ensure Site Specific Safety Management Plans (including Site Safety Rules) or Safe Work Method Statements are followed at all times. Work Cover approved personal protective equipment (PPE) should be worn as applicable, and no items of clothing that could cause offence are to be worn whilst on site. Protective coverings such as dust sheets and floor coverings must be used at all times. Maintain a clean and tidy work environment, as far as is practicable, extra safety precautions must be introduced when working in our homes or where children or public could be affected. The site/property must be left clean and tidy at the end of each working day and when the works have been completed the property and its furniture must be returned to its original position/layout. 2.4. Whilst engaged on Sunnyfield sites you will refrain from; Being judgmental or using judgmental remarks for any reason; Using facilities without permission (toilet, electricity, water, gas, phone); Smoking, even if offered or given permission; Owner: Facilities, Maintenance and Property Manager Page 4 of 8
Drinking alcohol, even if offered or given permission; Using prohibited substances; Using inappropriate language or gestures; Storing any materials or tools, etc. overnight without the prior permission ; Bringing animals to work sites, even with the permission of Sunnyfield staff; Performing an illegal act or knowingly ignoring one. 3. Contractor Requirements (Legal and Obligatory) 3.1. Contractors Business Registration Sunnyfield requires that all of its contractors be registered with the Australian Business Register and details of their ABN must be provided to Sunnyfield. Sunnyfield expects the contractor to cover all costs related to renewing its business registration to maintain it as a contractor. It is the responsibility of the contractor to ensure that all details concerning their registration are up to date at all times. Sunnyfield have the right not to use a contractor on the approved list if any of their details have expired. 3.2. Contractor and Trade Licences The contractor must ensure that they and all tradespersons directly employed or subcontractors engaged by them have the appropriate licenses. Sunnyfield will carry out checks in relation to all contractors and/or tradespersons employed. Sunnyfield will not use a contractor if their licence / insurance / worker comp details have expired, until Sunnyfield receive copies of all current certificates. Failure to supply current information will result in termination of services. It is the contractor s responsibility to ensure information is current. 3.3. Contractor Insurance Requirements All contractors must provide copies of their Certificates of Currency of their insurances as evidence that their company employees, sub-contractors and agents are adequately covered with their respective insurances in the following areas. Public Liability of at least $20M Workers Compensation and Employer Liability Insurances. Professional Indemnity (Cover to be advised for all contractors in this category Minimum of $2M) Sunnyfield will not to use a contractor if their licence/insurance/worker comp details have expired until Sunnyfield receive copies of all current certificates. Failure to supply current information when requested will immediately affect the contractor s engagement terms. Owner: Facilities, Maintenance and Property Manager Page 5 of 8
3.4. Workplace Health and Safety Contractors are responsible for the health and safety of employees, the public and all users of premises (or part of) they are performing works. The NSW Workplace Health and Safety Act 2011 and the NSW Work Health and Safety Regulation 2011 require that contractors prepare and implement Site Specific Safety Management Plans (including Site Safety Rules) or Safe Work Method Statements for all work activities assessed as a safety risk. 3.5. Safe Work Method Statements (SWMS) Contractors working for Sunnyfield are required to supply with copies of their Site Specific Safety Management Plans (including Site Safety Rules) or Safe Work Method Statements, both for repetitive work and for larger one off projects. These must be able to be produced when requested. 3.5.1. Hot Work Permit Prior to any grinding, electric arc welding, oxy/acetylene welding or any use of a naked flame, a hot work permit will be submitted to the Sunnyfield representative by the contractors, sub-contractors or agents for passing on to Sunnyfield s insurers (If deemed necessary), to ensure that the insurer is aware that any such work is occurring prior to the actual hot work being undertaken. 3.5.2. Working at Heights Prior to any elevated works, contractors will be required to complete a Safe Work Method Statement; and all personnel working at Height s must possess a Working Safely at Height s training certificate/card. 3.5.3. Hazardous Substances When hazardous materials are discovered by a contractor Sunnyfield is to be informed immediately. This includes suspected as well as actual discoveries. 3.5.4. Lead Paint Contractors are to ensure only qualified lead safe tradespeople will be used to undertake work such as preparing and painting properties where lead paint may be present, in accordance with AS 4361.2 Guide to Lead Paint Risk Management. 3.5.5. Traffic Management The contractor must undertake all safety precautions where works impact on traffic flows; vehicular or pedestrian, and this may involve but not limited to; Creation and Implementation of Site specific traffic management plans Obtaining statutory approvals where applicable Providing safe passage to pedestrians and other users Installation of barriers etc. Observe posted speed limits Only park in designated parking spots. Where necessary, i.e. provide, traffic control monitors, escorts, signage or other approved methods to remove risks associated with traffic movements. Owner: Facilities, Maintenance and Property Manager Page 6 of 8
3.5.6. Asbestos Sunnyfield requires all contractors to provide a business safety management plan, which includes items such as Safe Work Method Statements for dealing with asbestos and the relevant disclaimers included in contractor s quotes. All works must be carried out according to legislative and statutory requirements for dealing with asbestos. 3.6. Materials or Supply Standards Contractors are required to ensure that all materials or supplied goods meet all legal standards at the time of delivery or their use. Where no legislative standard exist the best quality material appropriate to the job will be used. Manufactured items will be installed strictly in accordance with the manufacturer s instructions. 3.7. Material Safety Data Sheets (MSDS) The contractor must at all time carry manufacturers safety information for all hazardous materials used in the operation of completing their works. Should any substances require other products for the purposes of safe practice, the contractor is to carry those materials and the associated MSDS. 4. Purchase Orders 4.1. Issuing purchase Orders Sunnyfield will issue all purchase orders via Navision (Sunnyfield Finance system). The Sunnyfield point of contact will issue a purchase order number to the vendor who will present this with their invoice; invoices must be sent to Sunnyfield Finance to the following email address accounts@sunnyfield.org.au. Invoices without a purchase order number will not be processed for payment. 4.2. Quotations From time to time Sunnyfield will request a quotation from a contractor. When the Sunnyfield purchase order is issued to the contractor it will verify the scope of works and the total cost of works as stated on the Quotation. Contractors are required where possible to allow for all unforeseen items that are in addition to the requested scope of works and include them in the Quote. These items are to be itemised with cost, and included in the original quote. Sunnyfield reserve the right to visit properties following receipt of a quotation to assess the quote or ask another contractor to provide a second quote. 4.3. Variations (to quotations) Variations to quotations must be provided to Sunnyfield in writing prior to the additional works being carried out. No variations or additional work are to be carried out unless prior approval has been given by the Sunnyfield representative. Approval can be in the form of an email or amended work order sent to the contractor via the nominated e-mail address. 4.4. Failure to respond to a purchase order Whilst Sunnyfield prefer to contact the contractor in person whenever issuing a purchase order this is not always practicable. Contractors must advise the Sunnyfield representative if they cannot carry out the work order within the required timeframe. Owner: Facilities, Maintenance and Property Manager Page 7 of 8
If a contractor has failed to notify Sunnyfield of inability/incapacity to carry out works within the required timeframe, and the works remain outstanding at the due completion date then Sunnyfield will have the right to cancel the purchase order and issue to another party. 5. Payments and Invoicing 5.1 Commitment Sunnyfield will undertake to process and settle all accounts within 30 days of receipt of an invoice from contractors where a purchase order has been issued and the works in Sunnyfield s assessment have been completed satisfactorily. 5.2 Invoicing time frame for Contractors The contractor must notify Sunnyfield immediately the works are completed on site. Sunnyfield request that contractors send invoices within 7 days of reporting completion of works excluding where formal contractual agreements override this timeline. Invoices should be clearly legible and include as a minimum. (Sunnyfield will not pay an invoice unless the following details are provided on the invoice): Contractors details (ABN, registered address and contact details) An invoice number and Date of Invoice Details of works carried out, itemised. An attached copy of the purchase order signed and dated by the Sunnyfield representative. (where applicable) A copy of the QUOTE (where applicable) 5.3 Disputes Disputes arising due to NON compliance will be resolved in the first instance at the discretion of the Sunnyfield representative managing the contractor s engagement. Where resolution is NOT possible at stage 1 (one) the matter will be formalised and a written account of the challenged payments will be submitted from Sunnyfield to the relevant contractor by email or post. The timeline for response will be contained within the notification and it is the responsibility of the contractor to ensure the reply is completed within time. This second and final stage will be resolved at the discretion of the CEO/Operations Manager and a record kept on the contractors file by Sunnyfield. Failure by a contractor to respond in the required timeframe, which will be no less than 14 days, may result in the additional payments being forfeited. During the dispute process funds will be held by Sunnyfield to cover full payment of the costs if required after dispute resolution. 5.4 Dispute Appeals Appeals can be made to the CEO/Operations Manager in writing following receipt of final decision. The dispute process may not necessarily affect the ability of the contractor to continue to provide their services for Sunnyfield. Owner: Facilities, Maintenance and Property Manager Page 8 of 8