contractor management. struggling with contractor management ? ? ? getting purchasing on board?...
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Contractor Management
Struggling with Contractor Management ? ? ?
• Getting purchasing on board?• Specifically stating environmental compliance in contracts?• Senior leadership needs to commit?• Departments and/or division leaders need to be aware of the policy?• EMS implementation?• Project managers understanding their roles?• Do the people actually doing the work (sub contractors) understand
what is expected of them?• The list goes on and on………….
Why contractor Management???
• Your organization needs to manage its environmental liability
• Communicating to contractors/vendors your organizations policies and/or procedures relating to environmental issues and concerns
• Ultimately, your organization is responsible for its suppliers and contractors when working for or on behalf of your organization
• ISO 14001 Standard 4.4.6 -c
Application to ISO 14001• ISO 14001.2004 section 4.4.6 - C
Establishing, implementing and maintaining procedures related to
the identified significant environmental aspects of goods
and services used by the organization and communicating applicable procedures and requirements to
suppliers, including contractors.
Chesterfield County Contractor Fun Facts
County Wide approximately 3000
Department of General Services - > 500
Divisions have > 100 contractors
Chesterfield County’s Strategy
• Creating a county wide operational control• Implementing the operational control with
all active EMS teams and the purchasing department
• Phased approach starting with purchasing and moving through EMS teams
• Consistent documentation (0004, 0009, 0011)
Purchasing
Chesterfield County’s Purchasing Departments Role
• Grandfather Renewals• when an environmental aspect has been identified
by the project manager that is associated with a particular contract/purchase, the solicitation (i.e., IFB, RFP, Request for Quotation) shall include the following documents:
Environmental Checklist Copy (PM)Environmental Guidelines (Con)Environmental Activity Statement (Con)
• Will develop language and place in the solicitation to:
a) Require contractors to include in submitted pricing any costs associated with activities to ensure environmental compliance and minimize environmental impacts per Chesterfield County EMS requirements.
b) Require all contractors/suppliers to complete the Contractor/Supplier Environmental Activity Statement and return with IFB/RFP/Written Quotation.
Contractor
Contractor Environmental Guidelines
General Environmental Management ProceduresWaste DisposalEquipment DecommissioningWater DischargesMaterial Storage/SpillsStorm Water ManagementPCBsAsbestosLeadCFCsEnvironmental Activity Review
Water Discharges• Discharge of materials to ANY sewer
system, other than sanitary sewage, is prohibited without the prior consent of the Chesterfield County WWTP Plant Manager.
• Discharges of ANY material to outside drains other than storm water are prohibited under the established guidelines of the CLEAN WATER ACT.
• In the event that the WWTP Plant Manager approves discharges to sewers, the wastewater treatment plant must still be notified prior to discharges of any significant volume or any discharges that could affect the operations of the wastewater treatment plant.
Contractor Environmental Activity Statements
Materials:What materials (chemicals, oils, etc.) and/or equipment will you be handling or bringing on site to perform the contracted work?
Training:Your employees should be trained on the proper handling of materials and equipment, and the proper response to incidents involving these materials. Describe the training that your employees receive.
Waste Generation:Will the activities or work you perform result in the generation of any wastes? YES or NO
If YES, list the amounts and the types of wastes expected and the proposed disposal method
Project Manager
Environmental Checklist
Building Maintenance Activities:
•Architectural Paint Removal (yes/no)
•Architectural Painting (yes/no)
•Hydro-blasting (yes/no)
•Sandblasting (yes/no)
•Surface Preparation / Treatments, such as
floors and roof repair (yes/no)
•Purging or repair of distribution lines such
as those for fuel, oil, or solvents (yes/no)
•Use of chemicals, solvents, caustics,
acids, oils, etc. (yes/no)
•Use of herbicides, pesticides, or insecticides (yes/no)
Project Managers Role• Will complete the Environmental
Checklist for all projects/purchases identified as having potential environmental impacts.
• Will coordinate any activities needed to satisfy concerns relating to the Environmental Checklist.
• Will review and approve the Environmental Activity Statement along with the written recommendation for award and send to the Purchasing Department.
• Will assume full responsibility for contractor compliance with contracts that do not follow the purchasing process
Project Managers Role
• Aspect analysis is not only for EMS but for specific projects
• Aspects should be analyzed and your formal process followed for large projects
Communication
Communication Highways
• Contractor and Project Manager
• Project Manager and EMS Team Leaders
• Project Manager and Purchasing
• Purchasing and Contractors/Vendors
Chesterfield CountyNext Steps
• EMS education and awareness for all contractors working for or on behalf of Chesterfield County
• Contractor badges identifying those that have been EMS trained
• Contractor training video - linked to chesterfield environmental guidelines