OHS Contractor Management Procedure

Procedure

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 OHS Contractor Management – 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:

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· Complexity of the work · Duration of the contract

When considering contract work and contractors, in addition to implementing this OHS Contractor Management Procedure, reference is also made to the Local Government Risk Services secure website:

http://www.lgrs.com.au/mls

(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 OHS Contractor Management – Selection, Induction and Monitoring outlines the process to be used for documentation and recording purposes for contracts.

By use of the OHS Contractor Management 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.

OHS Contractor Management

Procedure

Document Number: 12.3.25.1 The electronic version on the Internet is the controlled version Page 2 of 5

.Printed copies are considered uncontrolled.

3. Selection, Induction and Monitoring of Contractors

The OHS Contractor Management – 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 OHS Contractor Management - 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 OHS Contractor Management - Selection, Induction and Monitoring document. Section 6 of the OHS Contractor Management - 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.

3.3.1. 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.

3.3.2. 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.

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 OHS Contractor Management inspections are available.

 A Preferred Contractor Register is available and up to date, inclusive of required licenses and permits.

Review

This OHS Contractor Management Procedure 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

OHS Contractor Management

Procedure

Document Number: 12.3.25.1 The electronic version on the Internet is the controlled version Page 4 of 5

.Printed copies are considered uncontrolled.

References

Australian Standard 4801

The Procurement Guide - The Fundamentals of Procurement LGCS OHS Contractor Management Policy

OHS Contractor Management – Selection, Induction and Monitoring (Administration) OHS Contractor Management – Selection, Induction and Monitoring - Contractors JSA OHS Contractor Management OHS&W Flowchart

Signed: Signed:

Responsible Officer Chairperson OHS&W Committee

Date: / /

Non-English translations of this document can be made available, if required. A copy of this Procedure can be obtained from:

The Wudinna District Council, 11 Burton Terrace Wudinna SA 5652

Tender Required Contractors

(Refer to http://www.lga.sa.gov.au/site/page.cfm

(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)

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)

Contractor has established or can demonstrate (prior to commencing) a

capability to establish appropriate OHS&W systems relevant to the

contract.

Registered on Preferred Contractor List?

Apply the OHS Contractor Management – Selection, Induction and Monitoring

process

Implement “The Fundamentals of Local Government Procurement” located at the secure website

http://www.lga.sa.gov.au/site/page.cfm

(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.

Apply the OHS Contractor Management – Selection, Induction and Monitoring

process YES NO Opportunity provided to meet criteria Meets criteria? NO YES Place on Preferred Contractors Register

(If already on) Remove from Preferred Contractors Register

CONTRACTOR REQUIRED?

(Refer to “The Procurement Guidelines)