Corporate Standard. Contractor Management

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WORK HEALTH & SAFETY

CORPORATE STANDARD

Accountability Head of People and Culture

Corporate Standard

Contractor Management

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1.0 PURPOSE ... 4

2.0 SCOPE ... 4

3.0 DEFINITIONS ... 4

4.0 BACKGROUND ... 6

5.0 SPECIFIC REQUIREMENTS ... 6

5.1 General ... 6

5.2 CATEGORY A CONTRACTORS - Principal Contractors... 7

5.2.1 Requirements and process for approval... 7

5.2.2 Approved Status Expiry ... 8

5.3 Permit to Work ... 8

5.4 Contract Provisions ... 10

5.5 Contractor Inductions ... 10

5.6 Drug and Alcohol Management (Airside Principal Contractors only)... 11

5.7 WHS Reporting Requirements... 12

Monthly Reports ... 12

Incident Reports ... 12

5.8 WHS Monitoring and Review ... 13

General... 13

Audit ... 13

Non-conformances ... 13

5.9 Sub-contractors... 13

5.10 Provision of information ... 13

5.11 Responsibilities (Principal Contractor Works) ... 14

6.0 CATEGORY B CONTRACTORS (Accredited WHSMS)... 16

6.1 Requirements and process for approval ... 16

6.2 Approved Status Expiry ... 16

Process ... 17

General... 21

Audit ... 21

6.10 Responsibilities... 23

7.0 CATEGORY C CONTRACTORS (BAC’s WHSMS)... 24

Process ... 25

7.4 Legal Provisions... 27

General... 29

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7.10 Responsibilities... 30

8.0 CATEGORY D CONTRACTORS (Consultants) ... 31

8.1 Application... 31

8.4 Legal Provisions... 32

8.5 Consultant Inductions... 32

General... 34

8.9 Responsibilities ... 34

8.10 CATEGORY E CONTRACTORS (Tenants) ... 35

5.2.1 Requirements and process for approval... 35

5.2.2 Approved Status Expiry ... 36

8.11 Permit to Work... 36

8.12 Lease Provisions ... 39

8.13 WHS Reporting Requirements ... 39

General... 40

8.15 Sub-contractors ... 41

8.17 Responsibilities (Principal Contractor Works) ... 41

General... 43

Process – Principal Contractors... 43

8.20 WHS Reporting Requirements ... 44

General... 44

Audit ... 44

8.22 Sub-contractors ... 45

9.0 TRAINING and AWARENESS ... 46

9.1 BAC Inductions ... 46

9.2 General Construction Induction ... 46

9.3 WHS Competency... 46

9.3.1 BAC Employees and Category C Approved Contractors ... 46

9.3.2 BAC Category B Approved Contractors ... 47

9.3.3 Licences... 47

10.0 RESPONSIBILITIES... 47

10.1 BAC Senior Managers... 47

10.2 WHS Manager ... 47

10.3 BAC Works Manager... 48

11.0 REVIEW DATE ... 48

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1.0 PURPOSE

Brisbane Airport Corporation (BAC) has established numerous business partnerships with contracting companies to deliver on project and maintenance activities critical to the sustainable operation of Brisbane Airport. The work activities of contractors have the potential to create a risk to BAC in terms of the health and safety of employees, other airport workers, members of the public and the contractors themselves as well as damage to Corporation assets and adverse impact on core business activities.

Accordingly, this Standard establishes the framework of minimum work health and safety (WHS) expectations for BAC contractors in order to ensure the effective identification, assessment, control and monitoring of WHS hazards and risks.

The development, implementation and maintenance of a contractor management program are critical elements of a sound WHS management system.

2.0 SCOPE

This Corporate Standard applies to the engagement, approval and supervision actions associated with works activities undertaken for or on behalf of BAC by contracted workers. Importantly, this Standard applies to planned and known work undertaken by contractors throughout all BAC controlled areas as well as certain work activities undertaken by Principal Contractors and tenants.

Immediate emergency response reactions and contingent responses are not addressed within the scope of this Corporate Standard. These are to be managed according to specific BAC emergency response management plans.

3.0 DEFINITIONS

Term Definition

BAC Works Manager A BAC representative (e.g. project manager, work

coordinator) responsible for managing the work activities of contractors.

Construction work As defined in the Work Health and Safety Regulation 2011 (Qld) construction work means any work carried out in connection with the construction, alteration, conversion, fitting-out, commissioning, renovation, repair, maintenance, refurbishment, demolition, decommissioning or dismantling of a structure

This includes any work activities involving:

• any installation or testing carried out in

connection with the activities mentioned above;

• the removal from the workplace of any product or waste resulting from demolition;

• the prefabrication or testing of elements, at a place specifically established for the

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• the assembly of prefabricated elements to form a structure, or the disassembly of prefabricated elements forming part of a structure;

• the installation, testing or maintenance of an essential service in relation to a structure;

• any work connected with an excavation;

• any work connected with any preparatory work or site preparation (including landscaping as part of site preparation);

that is carried out on, under or near water, including work on buoys and obstructions to navigation.

Construction project A project that involves construction work where the cost of the construction work is $250,000 or more.

Contractor 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;

• to perform maintenance work to existing buildings or facilities;

• to provide expert advice in a specific area of expertise – consulting services; or

in a labour hire capacity.

Principal contractor The contractor appointed by BAC for the purpose of performing construction work in accordance with the Work

Health and Safety Act 2011 (Qld).

BAC Permit Issuer Is a person who:

• reviews the scope of PTW requests;

• sights and clarifies relevant system controls relating to PTWs; and

is authorised by BAC to issue and close PTWs. Structure A structure is classed as:

• a roadway or pathway;

• foundations, earth retention works and other earthworks, including river works and sea defence works;

• formwork, falsework or any other structure designed or used to provide support, access or containment during construction work.

• an airfield;

• a dock, harbour, channel, bridge, viaduct, lagoon or dam; or

• a sewer or sewerage or drainage works. The term structure does not apply to plant unless:

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• the plant is:

o a ship or submarine; o a pipe or pipeline; o an underground tank;

o designed or used to provide support, access or containment during work in connection with construction work;

• work on the plant relates to work that is carried out in connection with construction work;

• the plant is fixed plant on which outage work or overhaul work that involves or may involve work being carried out by 5 or more persons conducting businesses or undertakings at any point in time.

4.0 BACKGROUND

BAC recognises that there are a range of activities undertaken throughout its operations that require an increased level of documentation, notification, communication and/or authorisation to be undertaken to enable a safe system of work. To achieve these key characteristics BAC maintains a Permit to Work (PTW) system.

The scope and range of activities that require a Permit to Work has been developed via:

• Analysis of BAC operations and WHS practices;

• Past incidents and events;

• Consultation with worker representatives from various operational areas; and

• Legislation and industry standards relating to specific WHS risk areas and work practices.

5.0 SPECIFIC REQUIREMENTS

5.1 General

All contractors and consultants working for, or on behalf of, BAC must hold BAC Approved Contractor status. In addition, BAC tenants are required to be entered into the Approved Contractor database in order for works approvals to be granted.

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 value of the ‘construction work’ is greater than $250,000 and where the contractor has been contractually engaged as the ‘principal contractor’ for the purposes of the Work Health and Safety Regulation 2011 (Qld) (WHS Regulation).

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Contractors directly engaged and managed by BAC for works within BAC-controlled areas and who have a WHS management system that has been externally accredited against recognised audit criteria (e.g. AS4801 or ISO18001).

• Category ‘C’

Contractors directly engaged and managed by BAC for works within BAC-controlled areas and who work under BAC’s accredited WHS management system.

• Category ‘D’

Contractors engaged to provide professional consulting services and who will work under BAC’s accredited WHS management system.

• Category ‘E’

BAC tenants who will operate under their own WHS management system but may need to advise and/or seek approval from BAC for certain work activities carried out under the tenant’s control.

5.2 CATEGORY A CONTRACTORS - Principal Contractors 5.2.1 Requirements and process for approval

The approval requirements for Principal Contractors are as follows:

1. Contractor to complete Application Form for BAC Approved Contractor Status – Category A.

2. Contractor to submit Application Form to BAC Works Manager, along 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).

3. Contractor to supply Work Health and Safety Management Plan for the construction project to the BAC Works Manager.

4. BAC Works Manager to complete relevant section of Application Form and provide all of the above to BAC’s WHS team along with evidence of a completed review of the WHS Management Plan.

5. BAC WHS team will review the application and ensure minimum requirements are met. If successful, the contractor company will be granted ‘Approved Contractor’ status and entered into the BAC Approved Contractor Database. The period of approval will be the duration of the construction project activity and any defects liability period as outlined in the contract scope. An email notification will be sent to the BAC Works Manager confirming this.

6. Where minimum requirements are not met, the BAC WHS team will notify the BAC Works Manager of the reasons for non-approval and will offer assistance in working with all parties to address the identified concerns or deficiencies.

7. Contractors who successfully complete the relevant application process will be granted ‘approved’ status. ‘Approved Contractor’ status is granted for the duration of construction project activity and any defects liability period as outlined in the contract scope.

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8. For the duration of the Category A approval, work controlled by a principal contractor at their site is primarily undertaken in accordance with their own internal WHS systems and documented WHS management plan for the construction project. Where BAC resumes management or control of a workplace follow the construction phase of a project (i.e. after practical completion), the Permit to Work process will ensure the work activities performed by the principal contractor do not present a risk to the health and safety of BAC employees, other airport workers or members of the public.

5.2.2 Approved Status Expiry

BAC Approved Contractor status is granted subject to a number of conditions. The following table details the situations in which a Category A Contractor’s Approval status will expire and the required action to regain approved status.

Reason for Approval Expiry Action Required Notified end date of the project has

passed.

BAC Works Manager to notify WHS team that project is not yet completed and nominates (in writing) new completion date.

Public Liability insurance certificate

has lapsed. Provide current Public Liability certificate. WorkCover insurance certificate

has lapsed. Provide current WorkCover certificate.

In addition, approved status may be temporarily suspended or permanently removed where WHS performance is deemed unacceptable, including compliance with Permit to Work processes, reporting requirements and contract provisions.

Where a contractor’s approved status is removed or suspended due to unsatisfactory WHS performance, the relevant BAC Works Manager will be notified in the first instance. Further communications regarding non-use of this contractor will be communicated to BAC staff via the fortnightly BACSafe newsletter. Detailed information on the suspension/removal, including any corrective actions taken by BAC and the contractor in order to reinstate approved status, will be collated on the WHS Suspended Contractors Register.

5.3 Permit to Work General

Work controlled by a principal contractor at their site is primarily undertaken in accordance with their own internal WHS systems and documented WHS management plan for the construction project.

Due to the nature of business operations and the close interaction between numerous parties, including contractors, tenants and members of the public, BAC recognises its duty to monitor and oversee the effectiveness of WHS controls and work interactions. Requirements

For principal contractor works, a BAC Permit to Work is required in any of the following situations:

• Movement of powered mobile plant in a work area under BAC’s management or control;

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• Working in the vicinity of a traffic area under BAC’s management or control;

• Work is required in a public access area;

• Work may result in the production of dust, smoke, fumes or other airborne contaminant that will circulate into an area under BAC’s management or control;

• Work that may result in noise that will affect the quiet enjoyment of other airport workers or members of the public;

• Work that requires a BAC-controlled key to be issued;

• Work that requires BAC-owned plant to be supplied to the contractor for use;

• Work that requires isolation on a BAC-controlled asset (e.g. any fire system, water, sewer, drainage or electrical systems/networks);

• Work that requires any of the following activities in a BAC-controlled area:

Confined space entry; Excavation >300mm; Work at height >2m; Work on or near asbestos;

Hot work outside of a designated workshop area; HV access and switching;

Work on or near radiation source/s; Demolition

In addition, a BAC Permit to Work is required where permission is necessary for:

• Building Approvals under the Airports Act 1996;

• Use of a crane;

• Works within 25m of JUHI fuel infrastructure;

• Works within 5m of Airtrain infrastructure;

• Airside works; and

• Works within 6m of Energex underground high voltage lines. Process

The PTW process is as follows:

1. Principal contractor identifies work activity for which a PTW is required under this Standard.

2. Principal contractor completes Permit to Work Application Form, attaches relevant system control documentation, including any required High Risk Activity Permit Forms, and submits to the BAC Permit Issuer for approval.

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3. Consultation occurs between the BAC Permit Issuer and principal contractors to ensure that BAC requirements have not been overlooked and that the health and safety of BAC workers, contractors and members of the public are not compromised. This consultation must include, as a minimum, a review of the work circumstances involved and the communication of any specific requirements or expectations in relation to health and safety.

4. The BAC Permit Issuer must check the PTW Register to determine if other works have been scheduled to occur, or are occurring, in the area or on affected systems, during the period covered by the PTW Application. Where other works have been scheduled that have the potential to overlap and/or impact on the ability for works to be carried safely, approval must not be given.

5. Where there are no overlaps identified, the BAC Permit Issuer must record the activity in the PTW Register prior to raising the PTW in the ToolBox database. 6. The PTW must be printed and all relevant signatures obtained prior to

commencement of the work activity.

7. A signed copy of the PTW and all applicable control documentation must be retained at the location of the work activity and be presented at the request of any BAC authorised person.

8. The principal contractor is responsible for explaining, communicating and passing on specific BAC conditions, limitations and expectations to any third party/ies involved (e.g. sub-contractors).

9. Where a key to a BAC-controlled plant or equipment room is to be issued, a copy of the signed PTW must be presented, along with evidence of completion of relevant inductions, to the person issuing the BAC key.

10. As part of the Permit to Work process, the BAC Permit Issuer, BAC Works Manager or a WHS team member may undertake inspection or monitoring checks of the work scope and implementation of agreed controls, in order to ensure that the health and safety of BAC workers, contractors and members of the public is not compromised.

11. On completion of the PTW work activity, the principal contractor must notify the BAC Permit Issuer who will close out the PTW in the PTW Register.

During any defects liability period, the work activities of principal contractors will also be controlled via BAC’s Permit to Work process as outlined above. Defects liability periods will be covered by a principal contractor’s Category A approval.

5.4 Contract Provisions

The BAC works manager responsible for any contract should ensure all relevant mechanisms are incorporated in contract documentation to allow BAC to effectively and appropriately manage the WHS requirements of the contracted work activities. BAC precedent documents contain standard clauses for this purpose.

5.5 Contractor Inductions

Although there is no requirement for principal contractors to complete BAC’s contractor induction program, the information contained within this system may be used by principal contractors in their site-specific induction as desired.

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Where principal contractors (or their sub-contractors) will require keys to be issued in order to access BAC-controlled plant and equipment rooms, the relevant induction module must be completed to ensure contractors are aware of the hazards and risks in these work environments.

Key Issue

Where a key to a BAC-controlled plant or equipment room is to be issued, the contractor must produce a copy of the signed PTW, photo identification along with evidence of completion of relevant inductions and qualifications, to the person issuing the BAC key.

5.6 Drug and Alcohol Management (Airside Principal Contractors only)

Under Civil Aviation Safety Regulation (CASR) Part 99 Subpart C, BAC is required to implement a Drug and Alcohol Management Program (DAMP) for all workers performing regular safety sensitive aviation activities (SSAA). This includes principal contractors appointed by BAC with sites located within the aerodrome testing area as well as subcontractors and visitors to these sites.

All employees, sub-contractors and visitors to principal contractor sites within the aerodrome testing area that meet the definition of “regular SSAA employee” are required to comply with BAC’s Drug and Alcohol Management Plan, including the specified training and testing requirements.

Training is delivered via the online contractor induction program. Principal contractor employees, sub-contractors and visitors must complete the DAMP (Airside Principal Contractors) module. The certificate generated at the completion of this training, along with the results of a drug and alcohol screening test, must be collated by the principal contractor and forwarded (with a coversheet clearly identifying the principal contractor responsible for the site) to BAC’s WHS team for processing.

An induction card will be issued to the worker (with the principal contractor identified as the responsible employer) indicating that they are “DAMP Approved”.

This card must be kept on the worker at all times and presented if requested by an authorised BAC or CASA representative.

In addition to pre-deployment testing, drug and alcohol testing is required to be carried out post-incident and on “reasonable suspicion”. For this reason, all incidents must be reported to the BAC Works Manager. Where an incident triggers a testing requirement under BAC’s DAMP, the BAC Works Manager will advise the principal contractor and testing must be conducted within the prescribed timeframe and evidence of such testing provided to BAC.

In addition, random drug and alcohol testing is carried out by CASA representatives from time to time and principal contractors must ensure that workers comply with the instructions of CASA representatives in this regard. It is an offence to refuse testing.

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5.7 WHS Reporting Requirements Monthly Reports

Principal contractors are contractually required to submit reports on WHS performance as part of the construction project management system. This information is to be forwarded to BAC’s WHS team by the BAC Works Manager.

Incident Reports

All contractors are required to report WHS incidents to their BAC Works Manager. This includes:

• Notifiable incidents – o Death of a person;

o Serious injury or illness (e.g. requiring treatment as an in-patient in hospital or medical treatment within 48 hours of exposure to a substance);

o Dangerous incident (e.g. incident that poses serious risk to health and safety from an immediate or imminent exposure to uncontrolled substance spill, or explosion, fire, gas/steam escape; electric shock, fall from height of plant, substance or thing; collapse of regulated plant or structure or excavation, etc);

o Serious electrical incident (e.g. death of a person by electricity, shock or injury requiring treatment by a doctor or any shock or injury from electricity at high voltage);

o Dangerous electrical event (e.g. any circumstance where a person is not, or would not have been, electrically safe); or

o A workplace incident that arises out of a person performing SSAA resulting in death or serious harm, or potential for death or serious harm, to a person; or serious damage to an aircraft or property.

• Any injury involving any member of the public or other airport worker;

• Any injury resulting in emergency services being called to a BAC site;

• WHS regulator (e.g. Workplace Health and Safety Queensland, Electrical Safety Office) activities, such as:

o Inspections carried out;

o Improvement or prohibition notices issued; or o Enforceable undertakings.

Any of the above must be reported to the responsible BAC Works Manager as soon as reasonably practicable. The BAC Works Manager must notify BAC’s WHS team as soon as they are made aware of any of the above incidents occurring.

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5.8 WHS Monitoring and Review General

WHS audits, inspections or observations may be undertaken during the life of a contract with BAC in accordance with any included WHS contract provisions.

BAC will conduct WHS audits, inspections and/or observation activities deemed appropriate for contractor works in BAC-controlled areas, including the activities of Principal Contractors where these have the potential to impact on BAC areas of control.

Further information on managing construction work is provided in the Construction Work Corporate Standard.

Audit

Depending on the nature of the construction project, BAC may require principal contractors to engage an independent party to conduct an audit to ensure that the principal contractor is complying with all contractual requirements relating to WHS. This audit may include a review of elements of site safety such as work practices, safe work method statements and permits as well as conformance with the relevant sections of the principal contractor’s WHS management plan accepted by BAC. 5.6.3 Inspections and Observations

Interface inspections involve physical inspections of all areas of the project that adjoin or impact on BAC-controlled areas and activities. It is undertaken by the BAC Works Manager and a representative from BAC’s WHS team as well as any representative nominated by the principal contractor.

Any identified areas of concern are documented and consultation between the BAC Works Manager, BAC WHS team representative and principal contractor will be undertaken to determine appropriate rectification actions.

Where a serious risk is identified during the above activities, the BAC representatives 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.

Non-conformances

Where system deficiencies are identified as a result of audits, inspections, observations or incident investigations, these will be reported to the BAC Works Manager responsible for the principal contractor by way of a non-conformance. Further detail on the management of non-conformances is provided in the BAC Non-conformance Procedure.

5.9 Sub-contractors

Principal contractors are responsible for ensuring that any work conditions, limitations and expectations relating to WHS are communicated to all site workers and visitors. 5.10 Provision of information

In circumstances where a principal contractor has modified plant and equipment, or repaired or installed electrical equipment, or laid underground cabling/services, there

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is a need for relevant records, detailed drawings and other data and information to be provided to BAC to enable it to meet its ongoing obligations in the future for managing health and safety, as well as meeting compliance needs.

This information may include, but is not limited to, the principal contractor providing:

• plant risk assessments;

• plant operating, maintenance and servicing instructions and manuals;

• design certificates and registrations, such for gantry cranes or other plant;

• plant compliance and commissioning certificates;

• hazardous chemical manifests;

• noise surveys;

• ‘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; and

• test and/or inspection certificates, such as safety line anchor points.

Many of the requirements for the provision of drawings, certificates, risk assessments and other information are legislated within WHS regulations, advisory standards, codes of practice and Australian Standards etc. The BAC Works Manager must ensure that all relevant requirements for information to be provided by the principal contractor are identified and mechanisms in place to ensure these are obtained. 5.11 Responsibilities (Principal Contractor Works)

BAC Works Manager

• Review Application Form and WHS Management Plan and ensure adequacy prior to recommending approval by BAC’s WHS team.

• Liaise with principal contractors to address any identified concerns or deficiencies in the Application Form or WHS Management Plan.

• Liaise with BAC’s WHS team and principal contractors in relation to expiry of approved status.

• Carry out responsibilities as BAC Permit Issuer unless otherwise delegated.

• Ensure contract documentation includes appropriate WHS requirements.

• Forward WHS performance information obtained via principal contractor reporting mechanisms to BAC’s WHS team.

• Participate in WHS audits, inspections and observations.

• Liaise with BAC’s WHS team and principal contractors in relation to the rectification of non-conformances.

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BAC Permit Issuer

• Review the content of completed documentation submitted as part of the PTW process;

• Clarify the scope of the work activity, location and timing and take this into consideration when reviewing the documentation;

• discuss, clarify and request the amendment of the documentation where reasonable;

• insert relevant details about the PTW into the PTW Register;

• ensure the PTW is formally issued, signed and dated by all relevant parties prior to works commencing;

• maintain ongoing consultation with the principal contractor.

Principal Contractor

• Comply with the requirements of this Standard in relation to applying for approved status and permits to work.

• Communicate, cooperate and consult with BAC in relation to WHS matters, including participating in WHS audits, inspections and observations and liaising with BAC to address identified areas of concern and non-conformances.

• Provide relevant information from this Standard to sub-contractors and other site workers and visitors, including relating to BAC WHS and DAMP requirements.

• Provide WHS information as required, particularly in relation to reporting of WHS incidents.

BAC WHS Team

• Review and approve applications for approved contractor status from principal contractors.

• Liaise with BAC Works Managers and principal contractors to address any identified concerns or deficiencies in the Application Form or WHS Management Plan.

• Liaise with BAC Works Managers and principal contractors in relation to expiry of approved status.

• Participate in WHS audits, inspections and observations.

• Liaise with BAC Works Managers and principal contractors in relation to the rectification of non-conformances.

• Provide advice and assistance to BAC Works Managers in relation to management of WHS requirements on principal contractor sites.

• Issue DAMP Induction cards to workers on principal contractor sites as required.

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6.0 CATEGORY B CONTRACTORS (Accredited WHSMS)

6.1 Requirements and process for approval

The approval requirements for Category B contractors are as follows:

1. Contractor to complete Application Form for BAC Approved Contractor Status – Category B.

2. Contractor to submit Application Form to BAC Works Manager, along 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).

3. Contractor to additionally submit evidence with Application Form that their WHS management system has been audited by an external auditor and holds current accreditation against a recognised standard (AS4801 or ISO18001).

4. BAC Works Manager to review Application Form and, if satisfied that the contractor has met the minimum requirements, recommend approval to the BAC WHS team.

5. Once the Application Form has been received and reviewed, the contractor will be invited to meet with the BAC Works Manager and a representative from BAC’s WHS team to confirm information provided in the application process.

7. Contractors who successfully complete the relevant application process will be granted ‘approved’ status. ‘Approved Contractor’ status is granted for a period of 3 years, subject to annual renewal of insurance certificates and submission of required monthly reports.

6.2 Approved Status Expiry

BAC Approved Contractor status is granted subject to a number of conditions. The following table details the situations in which a Category B Contractor’s Approval status will expire and the required action to regain approved status.

Reason for Approval Expiry Action Required Three (3) year approval period has

lapsed.

Re-apply completing all the necessary documentation for the relevant contractor category.

has lapsed. Provide current WorkCover certificate. Certification of Category B

contractor WHS management system has been discontinued.

Re-certification of contractor’s WHS

management system. Note: Where a contractor wishes to continue working with BAC but does not intend to continue with their certification, they will need to successfully apply for Category

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C approval status.

6.3 Permit to Work Process

Work undertaken by Category B contractors is considered BAC-controlled work for the purposes of WHS. Category B contractors may carry out these work activities in accordance with their own WHS management system.

Due to the nature of business operations and the close interaction between numerous parties, including contractors, tenants and members of the public, BAC recognises its duty to monitor and oversee the effectiveness of WHS controls and work interactions. For Category B works, a Permit to Work is required in any of the following situations:

Confined space entry; Excavation >300mm; Work at height >2m;

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Work on or near asbestos;

• Use of a crane;

• Works within 6m of Energex underground high voltage lines. The PTW process is as follows:

1. Contractor identifies work activity for which a PTW is required under this Standard.

2. Contractor completes Permit to Work Application Form, attaches relevant system control documentation, including any required High Risk Activity Permit Forms, and submits to the BAC Permit Issuer for approval.

3. Consultation occurs between the BAC Permit Issuer and contractor to ensure that BAC requirements have not been overlooked and that the health and safety of BAC workers, contractors and members of the public are not compromised. This consultation must include, as a minimum, a review of the work circumstances involved and the communication of any specific requirements or expectations in relation to health and safety.

4. The BAC Permit Issuer must check the PTW Register to determine if other works have been scheduled to occur, or are occurring, in the area or on affected systems, during the period covered by the PTW Application. Where other works have been scheduled that have the potential to overlap and/or impact on the ability for works to be carried safely, approval must not be given.

8. The contractor is responsible for explaining, communicating and passing on specific BAC conditions, limitations and expectations to any third party/ies involved (e.g. sub-contractors).

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11. On completion of the PTW work activity, the contractor must notify the BAC Permit Issuer who will close out the PTW in the PTW Register.

PTW Exempted Activities

From time to time specific exemptions from the Permit to Work process outlined above may be granted to Category B contractors. These exemptions are subject to specific application and the approval of BAC’s WHS team.

In order to apply for an exemption, a current contract must exist for the work activities. The BAC Works Manager must have clearly identified all work activities covered by the contract, and a copy of the relevant sections of the contract will be required by BAC’s WHS team.

The process for applying for a PTW Exemption is as follows:

1. Contractor submits Application for PTW Exemption and Safety Management Plan, including all associated JSA’s/RA’s as well as any SWMS’s required for high risk construction activities, to the BAC Works Manager for review.

2. BAC Works Manager reviews submitted documentation using the SMP Review Checklist and agrees a schedule of work activity inspections and observations with the contractor.

3. BAC Works Manager completes the relevant sections of the Application Form and recommends the granting of PTW Exemption to the BAC WHS team.

4. BAC WHS team ensures supplied documentation is appropriate to ensure that the work activity will be undertaken without risk to the health and safety of any person to whom BAC owes a WHS duty, including airport workers and members of the public.

5. If approval is granted, confirmation will be provided in writing to the contractor and BAC Works Manager.

6. Work activities for which a PTW exemption has been granted must still be notified to the nominated contact (e.g. BAC Works Manager, Duty Terminal Manager, etc) prior to commencing the activity.

7. The nominated contact must check the PTW Register and advise the contractor if other works have been scheduled to occur, or are occurring, in the area or on affected systems.

8. The nominated contact must record the activity in the PTW Register (as an “exempted activity”).

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Adherence to the above requirements will be strictly monitored and any non-compliance will be subject to corrective actions, which may include the removal of exempted status and removal of Category B approved status. Likewise, where the BAC Works Manager fails to adhere to the agreed schedule of inspections, observations and audits, PTW exemptions may be removed from the contractor. 6.4 Contract Provisions

The BAC Works Manager responsible for any contract should ensure all relevant mechanisms are incorporated in contract documentation to allow BAC to effectively and appropriately manage the WHS requirements of the contracted work activities. BAC precedent documents contain standard clauses for this purpose.

6.5 Contractor Inductions

All Category B contractors, and their sub-contractors, working for BAC must complete an induction before commencing work at Brisbane Airport. The induction program is available online and includes a number of profiles covering specific work 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 Work at Brisbane Airport website.

Contractor induction cards are valid for a period of 12 months, must be worn at all times and must be produced along with photo identification if requested by any BAC Authorised Person.

Key Issue

After being granted ‘approved’ status, Category B contractors are required to submit a monthly WHS report in the approved form to BAC. A reporting template is provided to contractors on approval.

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BAC will conduct WHS audits, inspections and observation activities deemed appropriate for contractor works in BAC-controlled areas.

Audit

Category B contractors are required to demonstrate the ongoing maintenance of their accredited WHS management system by providing evidence of successful completion of surveillance audits conducted by accrediting authorities.

Inspections and Observations

BAC Works Managers are to undertake regular inspections and observations of contractor work activities for which they are responsible; documenting any identified issues in accordance with the Works Manager WHS Observation Record.

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In addition, BAC’s WHS team will conduct regular inspections and observations around BAC work locations. Any identified issues involving contractor activities will be notified to the BAC Works Manager.

Consultation must occur between the BAC Works Manager and contractor to determine appropriate rectification actions to remedy the area of concern and ensure the contractor can continue to work to an appropriate standard.

Where a serious risk is identified during the above activities, the BAC Works Manager or WHS team member 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.

Where system deficiencies are identified as a result of audits, inspections, observations or incident investigations, these will be reported to the BAC Works Manager responsible for the contractor by way of a non-conformance. Further detail on the management of non-conformances is provided in the BAC Non-conformance Procedure.

Category B contractors may engage sub-contractors within the requirements of their own WHS management system. The Category B contractor is responsible for ensuring that any work conditions, limitations and expectations relating to WHS are communicated to all sub-contractors.

6.9 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 ongoing obligations in the future for managing health and safety, as well as meeting compliance needs.

• plant operating, maintenance and servicing instructions and manuals;

• noise surveys;

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Many of the requirements for the provision of drawings, certificates, risk assessments and other information are legislated within WHS regulations, advisory standards, codes of practice and Australian Standards etc. The BAC Works Manager must ensure that all relevant requirements for information to be provided by the contractor are identified and mechanisms in place to ensure these are obtained.

6.10 Responsibilities

BAC Works Manager

• Review Application Form and ensure adequacy prior to recommending approval by BAC’s WHS team.

• Liaise with contractors to address any identified concerns or deficiencies in the Application Form.

• Liaise with BAC’s WHS team and contractors in relation to expiry of approved status.

• Ensure contract documentation includes appropriate WHS requirements.

• Conduct WHS inspections and observations on the contractor’s work activities.

• Liaise with BAC’s WHS team and contractors in relation to the rectification of non-conformances.

BAC Permit Issuer

• insert relevant details about the PTW into the PTW Register;

• maintain ongoing consultation with the contractor.

Category B Contractor

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• Provide relevant information from this Standard to sub-contractors and other workers, including relating to BAC WHS and DAMP requirements.

BAC WHS Team

• Review and approve applications for approved contractor status from Category B contractors.

• Liaise with BAC Works Managers and contractors to address any identified concerns or deficiencies in the Application Form or WHS interview process.

• Liaise with BAC Works Managers and contractors in relation to expiry of approved status.

• Conduct WHS inspections and observations.

• Liaise with BAC Works Managers and contractors in relation to the rectification of non-conformances.

• Provide advice and assistance to BAC Works Managers in relation to WHS management of contractors.

• Issue induction cards to contractors as required.

7.0 CATEGORY C CONTRACTORS (BAC’s WHSMS)

The approval requirements for Category C contractors are as follows: 1. Contractor to complete online training on BAC’s WHSMS.

2. Contractor to complete Application Form for BAC Approved Contractor Status – Category C and Implementation Plan.

3. Contractor to submit Application Form and Implementation Plan to BAC Works Manager, along 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).

4. BAC Works Manager to review Application Form and Implementation Plan and, if satisfied that the contractor has met the minimum requirements, recommend approval to the BAC WHS team.

6. Contractors who successfully complete the relevant application process will be granted ‘approved’ status. ‘Approved Contractor’ status is granted for a period of 3 years, subject to annual renewal of insurance certificates and submission of required monthly reports.

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BAC Approved Contractor status is granted subject to a number of conditions. The following table details the situations in which a Category C Contractor’s Approval status will expire and the required action to regain approved status.

Reason for Approval Expiry Action Required Three (3) year approval period has

lapsed.

Re-apply completing all the necessary documentation for the relevant contractor category.

has lapsed. Provide current WorkCover certificate.

7.3 Permit to Work Process

Work undertaken by Category C contractors is considered BAC-controlled work for the purposes of WHS. Category C contractors may carry out these work activities only in accordance with BAC’s WHS management system.

Due to the nature of business operations and the close interaction between numerous parties, including contractors, tenants and members of the public, BAC recognises its duty to monitor and oversee the effectiveness of WHS controls and work interactions. For Category B works, a Permit to Work is required in any of the following situations:

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Confined space entry; Excavation >300mm; Work at height >2m; Work on or near asbestos;

• Use of a crane;

• Works within 6m of Energex underground high voltage lines. The PTW process is as follows:

1. Contractor identifies work activity for which a PTW is required under this Standard.

2. Contractor completes Permit to Work Application Form, attaches relevant system control documentation (using BAC’s forms and templates as required), including any required High Risk Activity Permit Forms, and submits to the BAC Permit Issuer for approval.

3. Consultation occurs between the BAC Permit Issuer and contractor to ensure that BAC requirements have not been overlooked and that the health and safety of BAC workers, contractors and members of the public are not compromised. This consultation must include, as a minimum, a review of the work circumstances involved and the communication of any specific requirements or expectations in relation to health and safety.

4. The BAC Permit Issuer must check the PTW Register to determine if other works have been scheduled to occur, or are occurring, in the area or on affected systems, during the period covered by the PTW Application. Where other works

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have been scheduled that have the potential to overlap and/or impact on the ability for works to be carried safely, approval must not be given.

8. The contractor is responsible for explaining, communicating and passing on specific BAC conditions, limitations and expectations to any third party/ies involved (e.g. sub-contractors).

11. On completion of the PTW work activity, the contractor must notify the BAC Permit Issuer who will close out the PTW in the PTW Register.

7.4 Legal Provisions

The BAC Works Manager responsible for any contract, agreement or Purchase Order covering Category C contractor work activities should ensure all relevant mechanisms are incorporated in contract documentation to allow BAC to effectively and appropriately manage the WHS requirements of the contracted work activities.

BAC precedent documents contain standard clauses for this purpose. 7.5 Contractor Inductions

All Category C contractors, and their sub-contractors, working for BAC must complete an induction before commencing work at Brisbane Airport. The induction program is available online and includes a number of profiles covering specific work 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 Work at Brisbane Airport website.

Contractor induction cards are valid for a period of 12 months, must be worn at all times and must be produced along with photo identification if requested by any BAC Authorised Person.

Key Issue

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After being granted ‘approved’ status, Category C contractors are required to submit a monthly WHS report in the approved form to BAC. A reporting template is provided to contractors on approval.

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BAC will conduct WHS audits, inspections and observation activities deemed appropriate for contractor works in BAC-controlled areas.

Inspections and Observations

BAC Works Managers are to undertake regular inspections and observations of contractor work activities for which they are responsible; documenting any identified issues in accordance with the Works Manager WHS Observation Record.

In addition, BAC’s WHS team will conduct regular inspections and observations around BAC work locations. Any identified issues involving contractor activities will be notified to the BAC Works Manager.

Consultation must occur between the BAC Works Manager and contractor to determine appropriate rectification actions to remedy the area of concern and ensure the contractor can continue to work to an appropriate standard.

Where a serious risk is identified during the above activities, the BAC Works Manager or WHS team member 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.

Where system deficiencies are identified as a result of audits, inspections, observations or incident investigations, these will be reported to the BAC Works Manager responsible for the contractor by way of a non-conformance. Further detail on the management of non-conformances is provided in the BAC Non-conformance Procedure.

Any sub-contractors to Category C contractors must apply for BAC Approved Contractor Status prior to commencing any work at Brisbane Airport.

7.9 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 ongoing obligations in the future for managing health and safety, as well as meeting compliance needs.

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• noise surveys;

Many of the requirements for the provision of drawings, certificates, risk assessments and other information are legislated within WHS regulations, advisory standards, codes of practice and Australian Standards etc. The BAC Works Manager must ensure that all relevant requirements for information to be provided by the contractor are identified and mechanisms in place to ensure these are obtained.

7.10 Responsibilities

BAC Works Manager

• Review Application Form and Implementation Plan and ensure adequacy prior to recommending approval by BAC’s WHS team.

• Liaise with contractors to address any identified concerns or deficiencies in the Application Form or Implementation Plan.

• Liaise with BAC’s WHS team and contractors in relation to expiry of approved status.

• Ensure legal documentation includes appropriate WHS requirements.

• Conduct WHS inspections and observations on the contractor’s work activities.

• Liaise with BAC’s WHS team and contractors in relation to the rectification of non-conformances.

BAC Permit Issuer

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• maintain ongoing consultation with the contractor.

Category C Contractor

• Provide relevant information from this Standard to sub-contractors and other workers, including relating to approval of sub-contractors and other BAC WHS and DAMP requirements.

BAC WHS Team

• Review and approve applications for approved contractor status from Category C contractors.

• Liaise with BAC Works Managers and contractors to address any identified concerns or deficiencies in the Application Form or Implementation Plan.

• Liaise with BAC Works Managers and contractors in relation to expiry of approved status.

• Conduct WHS inspections and observations.

• Liaise with BAC Works Managers and contractors in relation to the rectification of non-conformances.

• Provide advice and assistance to BAC Works Managers in relation to WHS management of contractors.

• Issue induction cards to contractors as required.

8.0 CATEGORY D CONTRACTORS (Consultants)

8.1 Application

Category D Contractors include, but are not limited to, consulting companies engaged by BAC to carry out specific work activities or a specific scope of work. The work must not include any construction work activities. Where construction work is to be performed, consultants will be required to obtain approval as Category A, B or C, as eligible.

Individual consultants who are engaged directly by BAC and who are working solely for BAC for a period of six months or more are not required to obtain Approved

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Contractor Status. Inductions undertaken by these individuals will be recorded against BAC’s own database entry.

The approval requirements for consultants (non-individual engagements) are as follows:

1. Consultant to complete Application Form for BAC Approved Contractor Status – Category D and submit to BAC Works Manager.

2. BAC Works Manager to confirm engagement via a consultancy agreement, or similar, and recommend approval to the BAC WHS team.

3. Consultants who successfully complete the relevant application process will be granted ‘approved’ status. ‘Approved Contractor’ status is granted for the duration of the engagement.

BAC Approved Contractor status is granted subject to a number of conditions. The following table details the situations in which a consultant’s Approval status will expire and the required action to regain approved status.

Reason for Approval Expiry Action Required Approved engagement period has

lapsed.

Re-apply completing all the necessary documentation for the relevant category.

In addition, approved status may be temporarily suspended or permanently removed where WHS performance is deemed unacceptable, including compliance with WHS work processes, reporting requirements and contract provisions.

Where a consultant’s approved status is removed or suspended due to unsatisfactory WHS performance, the relevant BAC Works Manager will be notified in the first instance. Further communications regarding non-use of this consultant will be communicated to BAC staff via the fortnightly BACSafe newsletter. Detailed information on the suspension/removal, including any corrective actions taken by BAC and the consultant in order to reinstate approved status, will be collated on the WHS Suspended Contractors Register.

8.4 Legal Provisions

The BAC Works Manager responsible for any contract, agreement or Purchase Order covering consultant work activities should ensure all relevant mechanisms are incorporated in contract documentation to allow BAC to effectively and appropriately manage the WHS requirements of the contracted work activities.

BAC precedent documents contain standard clauses for this purpose. 8.5 Consultant Inductions

All consultants working for BAC must complete an induction program as part of their engagement. Where the People and Culture team have been notified of the commencement of a new consultant, a formal induction program comprising face-to-face and online training will be arranged.