CONTRACTOR REQUIREMENTS - Sairac · CONTRACTOR REQUIREMENTS ... Personal Protective Equipment 11) Emergency Planning 12) Checklists ... This would be an annual requirement,

CONTRACTOR

REQUIREMENTS

Renier van den BergSenior SHEQ OfficerFacilities ManagementBroll Property Group

CONTENT

1) Employer Responsibilities

2) Important Definitions

3) Permit to Work

4) Vetting Processes

5) Safety File Requirements

6) Appointments

7) Employee Documentation

8) Incident Management

9) Hazardous Substance Management

10) Personal Protective Equipment

11) Emergency Planning

12) Checklists

13) A Guide for a Contractor Management Program

14) Exiting the Building

General Duties of Employers to their employees

• OHS Act 8(1). Every employer shall provide and maintain as far as reasonably practicable, a

save working environment that is safe and without risks to the health of his Employees.

(CEO) Chief Executive Officer and his responsibilities

• OHS Act 16(1). Every Chief Executive Officer is charged with certain duties, Every Chief

Executive Officer shall as far as reasonably practical ensure that the duties of his Employer as

contemplated in the Act, are properly discharged.

General Duties of Employees at work

• OHS Act 14(a). Every Employee shall take reasonable care for the Health and Safety of himself

and of other persons who may be affected by his acts or omission.

EMPLOYER RESPONSIBILITIES

Source: Occupational Healthy and Safety Act (85 of 1993) | Construction Regulation 2014

CEO

A person who is responsible for the overall management and control of a business

Construction Site

A work place where construction work is being performed

Construction Work

Any work in connection with:-the construction, erecting, alteration, renovation, repair,demolition or dismantling of or addition to a building or any similar structure

Health & Safety File

A file containing the information in writing required by these Regulations

IMPORTANT DEFINITIONS


Permit to Work

• How to obtain a permit to work from the Client or Main Contractor to perform

work on site

Safety Management System (OSHAS 18001)

• Policies

• Procedures

• Training.

• Appointments

PERMIT TO WORK


VETTING PROCESSES


VETTING PROCESSES


Statutory Requirements:

SHE Policy.

Usually a one pager, how Contractor will be abiding by OHS ACT. Must be approved (signed by

16(1)) and must be communicated to all Employees that may enter the clients premises/sites.

Public Liability Insurance

Contractor must take out to protecting themselves and client against any Public Liability Claims. To

be updated and submitted annually.

Company Profile

This will explain the core of the business, to establish a better understanding of the Contractor for

vetting/auditing purposes.

SAFETY FILE REQUIREMENTS


Waste Management Policy

Process of removing and disposing of waste material from the job/task at hand. Must be approved

(signed by 16(1)) and must be communicated to all Employees that may enter the Clients

premises/sites.

COID – Letter of Good Standing

Updated and submitted annually.

37(2) Agreement

Agreement between Client/Main Contractor and/or Contractors, this document will be supplied by the

client. Ensuring compliance, as per OHS Act. Contractors must also have such agreement in place with

their Sub-Contractor.

Fall Protection Plan

Safe procedures to be followed when working at heights. Must be approved (signed by 16(1)) and must

be communicated to all Employees that may performing working at heights.


Risk Management

OHS Plan

This would entail the full scope of work to be performed on Client premises/site. Must be approved

(signed by 16(1)) and must be communicated to all Employees that may enter the clients

premises/sites.

Risk Assessment – Baseline

Daily checks - Tool Check List, PPE, day to day checks in place. Must be approved (signed by 16(1))

and must be communicated to all employees that may enter the Clients premises/sites.

Risk Assessments

Scope of work. (for example heights; ladders, scaffolding, PPE, training, hazards). Must be approved

(signed by 16(1)) and must be communicated to all Employees that may enter the Clients

premises/sites.



SOP’s (Standard Operating Procedures)

A process that is task specific.(for example: operating specialised equipment)

Toolbox Talks

Templates - tasks/scope of specific work, communicated (training/discussion) for when a task is

underway.

Isolation / Lockout Procedures

Machinery/Electrical work - procedure to prevent any unauthorised access gained to machinery

and electrical/ sub-stations. Must be approved (signed by 16(1)) and must be communicated to all

Employees that may enter the Clients premises/sites.



Method Statement

Step by step, how the Contractor going to perform the job/work, in conjunction with the OHS Plan. Example - Scaffolding require to gain access to the

roof to perform waterproofing. Appointment: Inspector, Erector, training, PPE etc. Must be communicated to all Employees that may enter the Clients

premises/sites.

Appointments

Site OHS Organogram

Company Organogram must refer to OHS Act with specific appointments. Must be approved (signed by 16(2)) and must be communicated to all

employees that may enter the clients premises/sites.

16(1)

Usually the Owner/CEO/MD of Company, takes full responsibility for the safety and well being of Staff, Contractors and the Public on the Client sites as

per the OHS Act.

16(2)

Appointed to assist the 16(1) to implement and adhere to the safety requirements as per the OHS Act.

Supervisor

Responsible for on-site safety as per the OHS Act.

APPOINTMENTS


Site Risk Assessor

Appointee who will identify and minimize all task related risks. Certification is required.

First Aider

Where there are 10 or more Contractor Employees on Client premises, a First Aider will need to be appointed, as per the

OHS Act GSR 3(4). Certification is required

SHE Rep

Where there are more than 20 people (total in the Contractors company), the Employer are required to appoint a SHE Rep

as per the OHS Act 17(1). Certification is required. SHE Rep is the staff voice. Link between management and staff.

Incident / Accident Investigator

Appointee to investigate any and all incidents and near misses reported on the Client premises. Closed-out and Final

Report must be escalated to the Client SHE Officer. Certification is required.

APPOINTMENTS


Fall Protection Developer

Appointee (internal/external) who is responsible for compiling a safe procedure for working at heights. Certification and

appointment letter required.

Hand Tool Inspector

Appointee responsible for daily inspection of tools supplied by Contractor/Employer, to ensure safe working environment

with no defective tools. Appointment letter required.

Portable Electrical Inspector

Appointee responsible for daily inspection of tools supplied by Contractor/Employer, to ensure safe working environment


APPOINTMENTS


Ladder Inspector

Appointee responsible for daily inspection of ladders supplied by Contractor/Employer, to ensure safe working environment


Scaffold Inspector

Appointee will be responsible for the inspection of Scaffolding erected by the Scaffold Erector, with reference to the Fall

Protection Plan. Inspection must take place upon return to Scaffolding, even such as lunch or tea breaks. Certification and

appointment letter required. (Separate to Erector)

APPOINTMENTS


Scaffold Erector

Appointee will be responsible for the safe erecting the Scaffolding, with reference to the Fall Protection Plan. Certification

and appointment letter required.

Employee Documentation

Copies of ID (Certified). This would be an annual requirement, and certification should be no older than 3 months.

Medicals ( If applicable)

When operating at heights, operating heavy machinery, carrying a firearm, as per the OHS Act. This would be an annual

requirement.

Competence (activity specific)

This can be a 1 pager, or letter from the Contractor stipulating the competence of a certain individual for a specific task/job.

For example 16(2), Construction Supervisor, Electrical Inspector, Hand Tool Inspector.

EMPLOYEE DOCUMENTATION


Incident Reporting & Investigation Procedure

Process of reporting and investigating any incident or near miss, putting in place all mitigating processes/checks for future.

Must be approved (signed by 16(1)) and must be communicated to all Employees that may enter the Clients premises/sites.

Incident / Investigation Report Forms

Templates to be used to be utilised by Employees for above.

Once completed/finalised, they must be submitted to client’s OHS Officer for record purposes.

INCIDENT MANAGEMENT


WCL.2 (Incident and Accident Reporting to Government Authorities)

Employer details should be completed and signed by 16(2). Standard documentation for hospital administration for

contractor employees. 3 copies required. Workman's Compensation no. must be filled in WCL.2 sheet.

Hazardous Substance Management

MSDS for all chemicals used on site. Material Safety Data Sheet - For any kind of

chemical used by the Contractor must be listed with signs/symptoms and treatment.

Training Register ( to completed by Employees)

All Employee must be trained on all the above listed chemicals, and register must be signed.

HAZARDOUS SUBSTANCE MANAGEMENT


PPE Issuing Register

Personal Protective Equipment: The gear you are issued with to ensure safety during work. Register must be signed and

PPE must not be outdated.

PPE Training Register

All Contractor Employees that are issued with PPE, must be training in how to use PPE correct and register must be

signed.

PERSONAL PROTECTIVE EQUIPMENT


Emergency Contact Numbers

Should include Contractor Management/ National Emergency Numbers.

Emergency Plan

Contractor Plan, to ensure Employees are aware of procedures for any emergency situations. Site specific Emergency

Plan should be present on Client premises, where you will reference for evacuations, that will be communicated in an

induction session, before commencing work on site. Must be approved (signed by 16(1)) and must be communicated to all

employees that may enter the clients premises/sites.

EMERGENCY PLANNING


First Aid Treatment Report Form:

Standard template as per the GAR(General Administrative Regulations) Annexure 1. First Aid Treatment must be recorded,

by a trained first aider or more. Final report to be sent to the client OHS Officer.

First Aid Box Content Register:

Standard checklist for contents of the first aid box, that is required to be checked on a monthly basis.

EMERGENCY PLANNING


• Fall Protection Equipment

• Ladder

• Hand tools

• Portable Electrical Equipment

• PPE

• Scaffold

• First Aid Box contents

• Standard checklist for all equipment.

• Monthly and weekly checks to be done.

CHECKLISTS


A GUIDE FOR A CONTRACTOR MANAGEMENT PROGRAM

Vet Contractors based on their Health and

Safety documentation

Obtain and review all Contractor

Documentation including competencies

Provide all Contractors with OHS induction

training prior to commecing work on site

Consult and co-ordinate the activities with the Contractors and Sub-

Contractors

Monitor work activities of Contractors to ensure

compliance to OHS Act & Construction Regulations


Completion of Works

Upon completion of the works, please report to Facilities Manager / Project

Manager for a signature and verification that all required services have been

completed as per job card

EXITING THE BUILDING


THANK YOU

Renier van den Berg

Senior SHEQ Officer

Facilities Management

Broll Property Group

Documents

CONTRACTOR REQUIREMENTS - Sairac · CONTRACTOR REQUIREMENTS ... Personal Protective Equipment 11) Emergency Planning 12) Checklists ... This would be an annual requirement,