5.6.14.1 Page 1 of 39

KEMPSEY SHIRE COUNCIL

MANAGING CONTRACTOR HEALTH AND SAFETY RISKS Procedure 5.6.14.1 MAJOR LEVEL 1 CONTRACTS Policy No. and title 5.6 Work Health and Safety Policy

Procedure 5.6.14.1 Managing Contractor Health and Safety Risks Major Level 1 Contracts

Version 1

Date Adopted 26 June 2013

1 PURPOSE

a) To provide a working environment that is safe and healthy for employees and independent Contractors and their employees in accordance with the Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011.

b) To detail the management requirements of Kempsey Shire Council Staff and

Contractors whom may be engaged to undertake Major Level 1 contract works.

2 SCOPE

a) This document provides practical guidelines to assist Council staff to establish a systematic approach to managing MAJOR level 1 contracted work, which is classified as follows:

i) The work is classified as construction work, and

ii) The work will involve high-risk-work as defined in this procedure, or

iii) The work will take more than 1 month to complete, or

iv) The value of the work will exceed $250,000.

b) Examples of where major contract arrangements would apply include: Road

Construction; Building Construction; Roof Repair; Road patching, etc.

c) If the contracted work does not meet the above-mentioned criteria, refer to Kempsey Council procedure Managing Contractor Health & Safety Risks – General Requirements Classification of Contract (Stage 1) for further information.

3 REFERENCES

External

• The Work Health & Safety (WHS) Act 2011 • The Work Health & Safety (WHS) Regulations 2011 in particular Chapter 6

Construction Work • Tendering Guidelines for NSW Local Government • Code of Practice for Work Health and Safety Training for Construction • AS/NSZ 4801 - Occupation Health and Safety Management Systems • AS/NSZ ISO 31000 – Risk Management

5.6.14.1 Page 2 of 39

Internal

• 5.6.14 Managing Contractor Health and Safety Risks- General Requirements • 5.9 Procurement Policy • 5.9.1 Procurement Procedure Manual

4 DEFINITIONS

Contract Level

Contract Level Definition Level 1 Major

A contract involving Construction work where the cost of that work exceeds $250,000.00

Contractor – a company, sole trader, or partnership that is engaged to work on site at Council for a discrete task or project specified under a contract. A contractor is not an employee of the Council, and is required to have independent workers compensation and other insurance policies.

Construction Work - means any of the following in accordance with the WHS Regulation 2011:

• excavation, including the excavation or filling of trenches, ditches, shafts, wells,

tunnels and pier holes, and the use of caissons and cofferdams.

• building, including the construction (including the manufacturing of prefabricated elements of a building at the place of work concerned), alteration, renovation, repair, maintenance and demolition of all types of buildings at a construction site.

• civil engineering, including the construction, structural alteration, repair,

maintenance and demolition of, for example, airports, docks, harbours, inland waterways, dams, river and avalanche and sea defence works, roads and highways, railways, bridges and tunnels, viaducts, and works related to the provision of services such as communications, drainage, sewerage, water and energy supplies.

Council Representative – the responsible Council Manager who has control of a specific work area, who directs and controls contractors at the workplace.

Hierarchy of Control – means a tool which defines the order in which hazard controls should be considered during the risk control stage of a risk assessment.

They are: Elimination of the hazard; Substitute the hazard; Engineering Controls; Administration Controls and Personnel Protective Equipment Controls.

High-Risk-Work means:

• Construction work involving structural alterations that require temporary

support

• Construction work at a height above 2-metres

• Construction work involving excavation to a depth greater than 1.5metres

• Demolition work for which a license is not required

• Construction work in tunnels

5.6.14.1 Page 3 of 39

• Construction work involving the use of explosives

• Construction work near traffic or mobile plant

• Construction work in or around gas or electrical installations

• Construction work over or adjacent to water where there is a risk of drowning

• Working in a confined space

• Working with plant that produces significant heat to cause burns, or has the capacity to cut, shear or otherwise shape or mould products and materials

• Work involving hazards to the public

• Electrical installation work

• Working with chemicals that are classified as Hazardous Substances or

scheduled Poisons (Schedules 4-6)

• Work that presents a substantial risk of infection from biological organisms.

Induction training for Construction - means general construction induction training ’white card NSW’, construction workers can work in NSW using valid construction induction cards issued by all states and territories under the National Code of Practice for Induction for Construction Work as well as the following induction cards issued under previous arrangements:- 'blue cards' issued in Queensland; ’red cards' issued in Victoria; Western Australian 'blue' cards

Insurances - means the amount of insurance coverage required by a contractor will be determined by Council and copies of relevant policies are required to be provided. If the Contractor or Sub Contractor is a member of the Contractor Insurance Management System (CIMS) then they only need to provide their CIMS account number as part of the tender in lieu of forwarding insurance information.

JSA – means a tool to assist in the development of a Safe Work Method Statement.

Permit to Work - means an authority issued to a contractor by Kempsey shire Council give authority to occupy the site and commence works defined within the scope of works details on the permit.

Principle Contractor - for workplaces where a contractor is the principal employing authority and has control over the worksite, this contractor is the Principal Contractor for the project. Where a major project is undertaken, the Principal Contractor may engage the services of subcontractors and/or suppliers.

Principal Contractor Statement - means a statement that identifies the Principal contractor and confers the responsibilities as defined within the Work Health and Safety Regulation.

Project Manager – means for the purpose of this procedure any delegated Council worker who engages the services of a contractor to perform works on behalf of Council.

Site Induction - Site specific health and safety induction training that relates to the particular site at which the construction work is to be carried out.

Site-Specific Work Health and Safety Management Plan - means a written document supplied by the Principal Contractor which must include all these items (as listed in the WHS Regulation 2011 Chapter 6).

5.6.14.1 Page 4 of 39

Substantial Risk - means a Risk Assessment of a task or activity is identified as having a Risk Score of ‘M’ as classified by the risk matrix in the Kempsey Council document Risk Assessment Matrix / Tool.

Supporting Evidence - means evidence provided by the contractor that supports the development of and implementation for suitable safe work practices considering risks associated with the contract engagement. Examples include Safe Work Method Statements, Training records, Audit reports and Inspection reports.

SWMS - means a system of work designed to ensure the task is completed in a safe manner.

WHS Regulation 2011 (The Regulation) - means the NSW Work Health and Safety Regulation 2011 under the NSW Work Health and Safety Act 2011.

Workers - means for the purpose of this document includes Council Staff, Contractors, Volunteers and work site visitors.

5 RESPONSIBILITIES

5.1 Council Representative (Manager)

a) Implement the requirements of the Contractor Management family of documents within their area of control.

b) Appoint a Project Manager.

c) Support the Project Manager in the monitoring and implementation of the

requirements of this procedure.

d) Monitor the works conduct of any Contractor engaged

5.2 Principal Contractor

5.2.1 General

a) Manage the work site during the life of the contract to ensure compliance with the requirements of WHS Act, regulation and current Codes of Practice.

b) Notify Kempsey Shire Council Project Manager of any incidents

which occur on site. In particular any incidents that are reportable to the Regulator.

c) Maintain records of any incidents, risk assessments and toolbox

meetings undertake during the course of the contract.

d) Provide site induction training and supervision for the duration of the task/project undertaken for the contract.

e) Sight and record details of licenses, certification and qualification to

undertake works for all workers on the project site.

f) Prepare and/or review Safe Work Method Statements or operational procedures for all work assessed as having safety risks.

g) Develop and maintain a hazardous substance register for the

project.

5.6.14.1 Page 5 of 39

h) Carry out and record hazardous substance risk assessments for all hazardous substances brought on to the project site.

i) Complete and provide a Subcontractor’s Statement Regarding

Workers Compensation, Pay-roll Tax and Remuneration.

j) Provide evidence of current insurance coverage.

k) Only commence work when in recite of a Permit to Work, issued by Council project manager for the specific engagement.

5.2.2 Level 1 Contract

a) Develop, implement and maintain a Site Specific Safety

Management Plan when requested to or required by the WHS Regulation.

b) Keep records of any atmospheric testing or health surveillance

undertaken when required.

c) Determine the consultation arrangements and agreements reached with workers on the project and record these arrangements in the Site Specific Safety Management plan.

5.3 Project Manager

a) Develop a WHS specification for the engagement.

b) Undertake an assessment on the Contractor ability to meet WHS

Responsibilities with regard to the risk involved with the contract engagement.

c) Assess the site safety plan.

d) Develop and maintain a record of all contractor assessments.

e) Develop the contract documents.

f) Distribute and arrange signing of contract documents.

g) Identify/nominate/ advise as to who is the Principle Contractor.

h) Issue Permit to Work to the contractor when satisfied WHS risks have been

managed.

i) Arrange/ Deliver Induction Training for Contractors to the work site and include KSC Site Safety rules.

j) Provide supervision of the Contractors activities during the engagement in

keeping with the levels of risk identified with the contracted tasks.

k) Undertake Post contract commencement audits.

l) Undertake and record Contractor performance reports. 6 PROCEDURE

6.1 The Requirements in Managing Contractors (Stages 2, 3 and 4)

Note: This document shall be read in conjunction with Managing Contractor Health & Safety Risks – General Requirements (5.6.14.0).

5.6.14.1 Page 6 of 39

6.2 Contract Specification – (Stage 2)

Note: This stage shall be read in conjunction with Contract Specification – (Stage 2) of Kempsey Shire Council‘s Managing Contractor Health & Safety Risks – General Requirements procedure (5.6.14.0).

a) Contractors engaged by Kempsey Shire Council at this level shall have fully

documented Work health safety management system in place and be able to substantiate their safety abilities prior to any consideration for engagement.

b) Council Project Manager in consultation with Council Representative will

develop the Contract specifications for the project. It will contain a combination of the following points:

i) A scope of works for the project. This will detail what is expected at

project completion and what will be provided to Council to satisfy the contact requirements. (The Outcomes).

ii) Technical aspects of the project including the build quality and

environmental outcomes expected.

iii) Provision of sundries like Documentation which could be schematics, planning drawings, engineering details, Technical manuals, and commissioning testing requirements etc.

iv) Detail of site access and constraints.

5.6.14.1 Page 7 of 39

v) Training requirements to be put in place prior to handover.

vi) Project timelines.

vii) Consider aspects of the work and the impacts of doing the works on or

off site.

viii) Consider the source of resources and the availability of resources including skill internal to Council and or from within the shire.

ix) Consider the WHS risks associated with the project. The Project

Manager will develop a project Risk Assessment and include within the specification. This risk assessments form the basis of the WHS component of the project specification.

x) Consider the Environmental risk associated with the project.

xi) Consider business risk.

c) The specification forms part of the contract and is provided to tendering

contractors so tenders can be completed with a full understanding of the outcome requirements and the risks involved.

d) Tendering contractor as expected to undertake their own risk assessment as

experts in their field of endeavours. Council risk details are provided as a guide only.

e) The clauses provided in the Standard Clauses for Major Contract

Arrangements - Appendix 1 shall be included in the contract specifications and incorporated into the contract documents.

6.3 Contractor Tender Evaluation – (Stage 3)

a) The tender evaluation process is a critical task and allows Council to verify

tenderer compliance with the contract specifications and includes their:

i) Quality performance;

ii) Environmental capacity;

iii) Work health and safety abilities, and

iv) Their business strength.

b) This process should be carried out in a systematic way and is best if tool driven refer to Contractor Assessment Questionnaire Major Level 1. This tool is used to gather the information required to undertake an assessment of the Contractor and the assessment is performed using The Level 1 Assessment review tool.

c) The action is often undertaken by a team of Council personnel. The team

could consist of the:

i) Project Manager;

ii) Council Representative, and

iii) Tender Link Administrator;

5.6.14.1 Page 8 of 39

iv) Work health and Safety Advisor, or

v) Others who have particular technical skills which may be required as

part of the project.

d) The make-up of the team is normally decided upon by the Project Manager.

e) The outcome of this process is that the selected tenderer is able to demonstrate the active implementation and operation of their Quality approach, environment management skills and their WHS Management System in regards to the needs of specific contract.

6.3.1 Contract Development

a) The tender assessments process identifies the successful tender.

b) Council’s Project Manager may elect to advise the tender at this

stage and will then commence to develop the Contract documents. This involves the selection of a suitable contract blank for the suite of documents in this case it is a Level one document and to add the necessary details which includes:

i) Identification of the contracted Works;

ii) Identification of parties to the contract;

iii) Contract specification;

iv) Contact special Clauses, and

v) Contract time line.

6.3.2 Prior to commencement of works

a) Prior to the commencement of work on any Major Contract, the successful contractor shall provide to the Project Manager a completed site specific Health and Safety Project Plan see Appendix 2.

b) The Health and Safety Project Plan will detail how the contractor

will manage all aspects of health and safety on site. This document is a living document and changes as the project progresses. The project safety plan should contain the following as a minimum:

i) Contract description(scope of works);

ii) Contract WHS Structure and System;

iii) Contract Induction and Safety Training;

iv) Risk Assessment;

v) Safe Work Method Statements (SWMS);

vi) WHS Performance Reporting;

vii) WHS Consultation;

5.6.14.1 Page 9 of 39

viii) Emergency Procedures;

ix) WHS Incident reporting and investigation, Notification to Council;

x) Non-Compliance;

xi) Work Place inspection/auditing arrangements;

xii) Appropriate insurances are in place and current;

xiii) Traffic Control plans where applicable;

xiv) Plant Maintenance details, and

xv) Site Safety Rules.

c) Prior to granting site access to the successful Contractor the Project

Safety Plan will be subjected to assessment using the Site Safety Plan Review Tool. All items with the yellow background will be in place before the permit to work is issued.

d) Where the Health and Safety Project Plan does not meet Council

requirements, the Contractor should be notified and appropriate modifications made to the plan by the Contractor.

e) When the plan is complete and considered to be acceptable the

Project Manager will issue the permit to work to the contractor who is then given site control for the duration of the project or till completion of the contracted works.

6.4 Contract Management – (Stage 4)

Note: This stage shall be read in conjunction with Contract Management – (Stage 4) of the Managing Contractor Health & Safety Risks – General Requirements procedure (5.6.14.0).

a) WHS Induction

i) All persons will have a Construction Induction Certificate (white card

NSW) before working on a Council construction site.

ii) Construction induction will be supported with the delivery of an induction to the specific site and will include the site specific safety rules.

iii) All persons must be inducted into the specific Site by the Council

Project Manager or the Principal Contractor when one has been appointed before working on site.

iv) When working under the “direct” supervision and in conjunction with a

Council employee, the contractor will adhere to Councils Safety Management System.

b) Contractor Permit to Work

i) Prior to the commencement of works on any Major level 1 contract,

the contractor shall be issued a Contractor Permit to Work by the Council representative.

5.6.14.1 Page 10 of 39

ii) The Contractor Permit to Work identifies the more significant OH&S

risks, induction to the Site Safety Rules and the requirement to address workers’ compensation issues.

iii) The original copy of the Contractor Permit to Work will be provided

to the contractor, and copied to Councils Project Manager to the contract.

iv) Note: A Contractor Permit to Work shall be issued each time the

contractor is engaged.

c) Subcontractor’s Statement

i) The original copy of the Subcontractor’s Statement Regarding Workers Compensation, Pay-roll Tax and Remuneration (see attached) shall be maintained by the Council Project Manager to the contract.

d) Post – Commencement Contract Audit Checklist

i) Contractors have a duty of care to conduct their own workplace

inspections on a regular basis and this shall be stipulated in the Health & Safety Project Plan. The outcome from these inspections will be reported to Council Project Manager and a copy located within the project safety plan.

ii) However the Post – Commencement Contract Audit Checklist

(see attached) must be completed by Council Project Manager as a means of monitoring the Contractor WHS operations.

iii) Although Project Managers are not required to be experts in all

matters, they must adequately check that safety obligations are reasonably established and that the project safety plan is being implemented.

iv) Post commencement contract audits should be conducted with a

representative of the contractor to enable discussion and resolution of issues as they are identified. The Council Project Manager must ensure all identified hazards are documented and action is taken with the contractor to address any non-conformances. The frequency of these audits should be based on the levels of risk associated with each project the higher the risk the more frequent the audit. The recommendation is that these audits should be conducted monthly at project kick off.

v) The Post – Commencement Contract Audit Checklist is designed

to give a wide audit scope of all worksites either large or small.

vi) If something is marked as X – Not Acceptable, then non – compliance procedures must be instigated.

vii) The list is not exhaustive and you are encouraged to include things not

listed, in the other section at the end of the document.

e) WHS Performance Report

i) The Contractor “QUARTERLY” WHS Performance Report (see attached) is designed to give a general overview and report on the contractor’s suitability and performance. If completed and used

5.6.14.1 Page 11 of 39

effective it will assist in the selection of suitable Contractors for future engagements.

ii) The report will consider Work performance, compliance with contract

requirements, injuries, hazards and inspections conducted over the contract period. This should be monitored to investigate any trends in injuries etc. that may be occurring.

iii) The recommended frequency of this report is 3 monthly and/or at the

completion of the contracted project. The records generated by this report should be filed with project documents and made available at future like engagements.

7 ATTACHMENTS

1. Standard WHS Clauses for Medium Contract Arrangements 2. Health & Safety Project Plan – Template 3. Site Safety Rules for Staff, Contractors, Visitors & Volunteers 4. Contractor Permit to Work 5. Subcontractor’s Statement Regarding Workers Compensation, Pay-Roll Tax and

Remuneration 6. Post – commencement contract audit checklist 7. Contractor WHS Performance Report 8. Tender Assessment Questionnaire 9. Review Tool Tender Assessment 10. Project Site Safety Plan Assessment tool

VARIATION Council reserves the right to review, vary or revoke this procedure which will be reviewed periodically to ensure it is relevant and appropriate.

5.6.14.1 Page 12 of 39

ATTACHMENT 1

STANDARD FORM No: Rev No:

Date Issued:

Standard WHS Clauses for Major Contract Arrangements

Review Date:

Standard WHS Clauses for Major Contract Arrangements The following Clauses shall be included where contract specifications or contract/service level agreement are documented, and incorporated into the contract. Sub Clause 1 - General Occupational Health & Safety Requirements Council is obligated to provide and maintain, so far as is practicable, a working environment for its Workers and members of the public, that is safe and without risk to health. As a condition of this contract, Council requires that any Contractors or subcontractors that may be engaged to perform a service on its behalf will at all times identify and exercise all necessary precautions for the health and safety of all persons including Contractor employees, Council employees and members of the public who may be affected by the services. The Contractor will inform itself of all Work Health and Safety policies, procedures, measures or site safety rules implemented or adopted by the Council and/or the occupiers of any premises at or within which the Contractor will perform works under this contract. The Contractor will comply with all such policies, procedures or measures; and in the event of any inconsistency, will comply with such procedures or measures as they produce the highest level of health and safety. The Contractor will forthwith comply with any and all directions by the Council relating to Work Health and Safety. Sub Clause 2 - Legislative Compliance The Contractor must comply with and ensure that its employees, subcontractors and agents comply with any Acts, regulations, local laws and by-laws, Codes of Practice, Australian Standards and Council WHS Policy and procedures which are in any way applicable to this contract or the performance of the services under this contract. Sub Clause 3 - Health and Safety Project Plan The Contractor shall prepare and submit to Council a documented Health and Safety Project Plan (see attached template): In addition, the contractor shall ensure that:

− The Plan is kept up to date, and revisions of the Plan are distributed to all relevant persons as soon as practicable after the changes have been made.

− The Plan shall be made available upon the request of Council’s representative to the

contract and any other authorities.

5.6.14.1 Page 13 of 39

Sub Clause 4 - Safe Systems of Work The Contractor shall prepare and submit copies of all documented safe systems of work that are required for all high-risk-work activities, or any other activity that presents a substantial risk under the contract, including, but not limited to any Safe Work Method Statement, Job Safety Analysis and/or Risk Assessment. The Contractor shall conduct a Worksite Risk Assessment prior to commencing the works under the contract. The Risk Assessment Form shall be used to record the risk assessment and risk control methods to be employed by the Contractor. The completed Risk Assessment shall be submitted to Council for review and approval prior to commencement of works under the contract. Sub Clause 5 - Non Compliance If during the performance of works under the contract the Council informs the Contractor that it is the opinion of Council that the Contractor is:

− not conducting the work in compliance with the Contractor’s Health and Safety Plan, health and safety management procedures, relevant legislation or health and safety procedures provided by Council from time to time, or

− conducting the work in such a way as to endanger the health and safety of

Contractors employees or Council’s or its Contractors’ and subcontractors’ employees, plant, equipment or materials, the Contractor shall promptly remedy that breach of health and safety.

Council may direct the Contractor to suspend the work until such time as the Contractor satisfies Council that the work will be resumed in conformity with applicable health and safety provisions. During periods of suspension referred to above, Council shall not be required to make any payment whatsoever to the Contractor. If the Contractor fails to rectify any breach of health and safety for which the work has been suspended, or if the Contractors performance has involved recurring breaches of health and safety, the Council may option to terminate the work forthwith, without further obligation to the Contractor. In this event, Council’s liability shall be limited to payment for the work performed and costs incurred by the Contractor up to the time of termination or an earlier suspension of works. Sub Clause 6 Workers’ Compensation Insurance Prior to commencing works under the contract, the Contractor shall prepare and submit a Subcontractor’s Statement Regarding Workers Compensation, Pay-roll Tax and Remuneration, and where applicable, provide a copy of the Certificate of Currency of a valid Workers’ Compensation Insurance Policy. Where a Workers’ Compensation Insurance Policy is applicable, the contactor shall ensure that it is maintained throughout the duration of the contract. Sub clause 7 Permit to Work The Contractor shall not commence works under the contract unless Council has provided the Contractor with a Permit to Work under the contract.

5.6.14.1 Page 14 of 39

The Permit to Work shall be issued on the provision that the following information related to the following listed clauses has been submitted to Council for review and have been approved:

1. Sub-clause 3 Health and Safety Project Plan 2. Sub-clause 4 Safe Systems of Work 3. Sub-clause 6 Workers’ Compensation Insurance

Sub Clause 8 Principal Contractor Appointment The successful tender will be appointed as the Principal Contractor for the duration of the contract tenders works you will have management control of the work place and are expected to discharge the duties of the Principal Contractor in accordance with the requirement of the WHS Regulation 2011 chapter 6. This responsibility is not transferable without written approval of Kempsey Shire Council Project Manager. Tenders should be developed with this appointment on mind.

5.6.14.1 Page 15 of 39

ATTACHMENT 2

STANDARD FORM No: Rev No:

Date Issued:

Health and Safety Project Plan Template Review Date:

Health & Safety Project Plan – Template The contractor must complete this plan and given to the project manager before commencing work. Note this is a generic template. The contractor may use their own provided it accommodates the areas within this template. Attach all supporting documentation to this form. Contract details Contractor name:

Contract number:

Contractor address:

Contractor representative:

Contract description:

Location of works:

Timing of works (approximate):

Start date:

/ /

End date:

/ /

Responsibilities

Name Position held Safety responsibilities

Contact number (direct)

5.6.14.1 Page 16 of 39

Emergency contact details

Contact Name Position Contact number (direct) First contact

Second contact

Third contact

Fourth contact

Scope and activity details

Major activities Training and inductions Do you have a documented training procedure including inductions covering safety requirements? If Yes, attach a copy to this form. If No, complete the following section outlining how it will be implemented. (Training records must be available on request). Risk Assessment Attached Risk Assessments for each major or significant task or activity associated with the contract. A primary goal shall be to eliminate all High and Medium risks and should be the major focus of the contract.

5.6.14.1 Page 17 of 39

Contractors should detail risk control measures which adequately address all identified high and medium risks. When determining control strategies, the hierarchy of controls summarized below should be considered: Prior to commencement of any contract works, the contractor must ensure that all substantial risk functions are controlled. Additional risk assessments shall be completed during the course of the contract as required (i.e. work undertaken by subcontractors). Safe Work Method Statements (SWMS) Complete the following section outlining how you will ensure that all employees and subcontractors understand the SWMS’s. Attach copies of the relevant SWMS’s. First aid and injury management Do you have a documented procedure for first aid and injury management? If Yes, attach a copy to this form. If No, complete the following section outlining how it will be implemented. Do you have a rehabilitation or injury management policy and return to work program? If Yes, attach a copy to this form. If No, complete the following section outlining how it will be implemented.

5.6.14.1 Page 18 of 39

Emergency procedures Identify any other emergency procedures used for the site. List emergency procedures that you will provide and how they will link with Council’s procedures, for example emergency plan, emergency equipment or liaison with other workplaces. Incident reporting and investigation Do you have a documented incident reporting and investigation procedure? If Yes, attach a copy to this form. If No, complete the following section outlining how it will be implemented. Specialised work or licensing List any special licences required for the contract works.

5.6.14.1 Page 19 of 39

Training requirements List any relevant communication or training methods used during the works in relation to safety, for example weekly toolbox meetings or safe procedure training. Plant and equipment register Complete the attached plant and equipment register. Chemical management Complete and then attach a Chemical Register listing all chemicals to be used on the project. Ensure SDS are available at the point of use. Safety monitoring List any ongoing inspections, hazard management or incident reporting or investigation processes to be used during the works, if relevant. Subcontractor management Complete and then attach the Subcontractor List detailing the subcontractors to be used and the details of the subcontractor management. Agreement This Safety Management Plan and any attachments incorporate all the safety requirements outlined in the contract. Name:

Position:

Signature

Date:

/ /

Council use only Contractor Safety Management Plan Reviewed: Yes/No Council representative:

Signature

Council representative shall retain this form on site for two years then archive for a further five years.

5.6.14.1 Page 20 of 39

ATTACHMENT 3

STANDARD FORM No: Rev No:

Date Issued:

Site Safety Rules Template for Staff, Contractors, Visitors and Volunteers

Review Date:

1. All Staff, Contractors, Visitors and Volunteers upon entering a worksite must

immediately report to their Kempsey Shire Council contact person and / or The Principal Contractors worksite supervisor.

2. Obey all warning signs displayed in the workplace.

3. Use safe walkways where indicated.

4. Do not operate machinery or equipment unless you receive authorisation from the

responsible officer.

5. Follow all safe systems of work, safe work practices and safe work method statements that you have been provided.

6. Obey Smoking Regulations. Smoking is not permitted in any Council Building or

Vehicle.

7. Report all incidents and injuries to your supervisor or appropriate contact person at Kempsey Shire Council.

8. Report any hazard that is beyond your control to your supervisor or appropriate

contact person at Kempsey Shire Council.

9. Conduct your activities in a safe manner at all times. Do not put yourself or others at risk of harm.

10. Be familiar with worksite emergency and evacuation procedures.

11. Be familiar with the location of First-aid facilities and First-aid Officers.

5.6.14.1 Page 21 of 39

ATTACHMENT 4

STANDARD FORM No: Rev No:

Date Issued:

Contractor Permit to Work Review Date:

To be carried by the contractor, and produced when requested by Council staff)

Contract No ________

Council Representative Issuing Permit (Print): ____________________________________________________ Permit is valid from:___:___am/pm. Date___/___/___ to ___:___am/pm. Date ___/___/___ Hours of work will be between:___:___am/pm and___:___am/pm on the following days of the week: Monday Tuesday Wednesday Thursday Friday Saturday Sunday (Any day crossed out identifies a day on which work is not permitted to be carried out e.g. Sunday) Name of Contractor: _________________________________________________________________ Organisation: _______________________________________________________________________ Nature of work to be carried out: ________________________________________________________________________ Contractor is approved to carry out the following activities (approval indicated by initial of Council Representative)

Type of Work Approved Criteria

Council Representative Signature or write N/A

Construction Work WHS Induction Training

High-Risk-Work (Construction) Safe Work Method Statements Required (SWMS) Note: Contractor must be approved for Construction Work to carryout High-Risk-Work (Construction)

Structural alterations that require temporary support

Working at a height above 3 metres Excavation to a depth greater than 1.5 metres

Demolition work Work in tunnels The use of explosives

Work near traffic or mobile plant Work in or around gas or electrical installations

Working in or near water where there is a risk or drowning

High-Risk-Work (Miscellaneous)

Confined Spaces (Including Entry Permit)

Work with a risk of falling 2 metres or more

5.6.14.1 Page 22 of 39

Safe System of Work Required (E.g. Risk Assessments, SOP’s, SWMS)

Plant and equipment (including pressurised vessels)

Work near overhead power lines

Biological risks Chemicals (Dangerous Goods & Hazardous Substances)

Mandatory Requirements Induction to Site Safety Rules provided by Council Representative Contractor has conducted a site specific risk assessment Contractor’s Health & Safety Project Plan provided (Major, Medium and formalised Minor Contracts only)

Statement of Workers Compensation, Pay-roll Tax and Remuneration provided

Contractor Agreement and Authorisation to Carryout Work (To be completed by the Contractor) I ________________________________________________________________ of ____________________________________________________________________ (Name of Contractor) (Organisation) declare that I will comply with all health and safety obligations required under the WHS Legislation, and will cooperate with Kempsey Shire Council in its endeavors to provide an environment that is healthy and safe. Signed: Contractor: __________________________________Date: ___/___/___

To be completed by the Kempsey Shire Council Representative to the contractor The contractor has provided/been provided with safe systems of work, and is authorised to carry-out the services detailed in the Nature of work to be carried out of this Contractor Permit to Work. Signed: Council Representative: ________________________________Date: ___/___/___

5.6.14.1 Page 23 of 39

ATTACHEMENT 5

STANDARD FORM No: Rev No:

Date Issued:

Subcontractor’s Statement Review Date:

5.6.14.1 Page 24 of 39

ATTACHMENT 6

STANDARD FORM No: Rev No:

Date Issued:

Post- Commencement Contract Audit Checklist

Review Date:

POST – COMMENCEMENT CONTRACT AUDIT CHECKLIST Contract Name Contract Description Contractor Work Location Date of Audit Auditor Name Indicate in the following manner:

– ACCEPTABLE X – NOT ACCEPTABLE N/A – NOT APPLICABLE

1. HEALTH & SAFETY SYSTEMS 1.1 OH&S Policy 1.2 Accident report book 1.3 Hazard Report book 1.4 Induction records including (General, Work Activity, Site Specific) 1.5 Visitors book maintained 1.6 Rehabilitation Policy 1.7 Workplace inspection records 1.8 Emergency Evacuation procedures in place 1.9 Safety Committee functional e.g. minutes available 1.10 Training records and register of certificates/licences held 1.11 Are Trainees under adequate supervision 1.12 Overall Supervision adequate 1.13 Risk Assessment procedures in place 1.14 Safe Work Method Statements – if applicable 1.15 Traffic Control Plans (TCP) in place – if applicable 1.16 Protective clothing & equipment records 2. HOUSE KEEPING 2.1 Work areas free from rubbish & obstructions 2.2 Empty boxes/combustible material disposed of 2.3 Surfaces safe & suitable 2.4 Free from slip/trip hazards 2.5 Floor openings covered 2.6 Delivery of resources unobstructed 2.7 Stock/material stored safely 2.8 Walkways unobstructed and clearly defined 2.9 Adequate lighting 2.10 Vision at corners 2.11 Speed limits apply – signs in place 3. ELECTRICAL 3.1 No broken plugs, sockets, switches 3.2 No frayed or defective leads 3.3 Power tools in good condition 3.4 No work near exposed live electrical equipment 3.5 Tools and leads inspected and tagged

5.6.14.1 Page 25 of 39

3.6 No strained leads 3.7 No cable trip hazards 3.8 Switches/circuits identified 3.9 Lockout procedures/danger tags in place 3.10 Earth leakage systems used 3.11 Start/Stop switches clearly identified 3.12 Switch boards secured 3.13 Are portable generators maintained 3.14 Are plant and temporary structures a safe distance from power lines 3.15 Electrical work done by a licensed electrician 4. MOBILE PLANT & EQUIPMENT 4.1 Plant & equipment in good condition E.g. no broken windows or light

covers

4.2 Maintenance and service records available 4.3 Hired plant in good working order 4.4 Operator induction for new plant 4.5 Current registration if required 4.6 Daily safety inspection procedures/checklist 4.7 Fault reporting/rectification system used 4.8 Isolation/Tag out systems are used 4.9 Operators trained with licences on site 4.10 Warning and instructions displayed 4.11 Warning lights operational 4.12 Reversing alarms operational 4.13 ROPS fitted to plant 4.14 Noise suppression in place (mufflers etc) 4.15 Satisfactory operating practices 4.16 Unattended plant properly secure 4.17 Fire extinguishers mounted 4.18 Tyres satisfactory 4.19 All lifting gear (chains, slings, wire rope, shackles, hooks) are inspected 4.20 SWL of lifting or carrying equipment displayed 5. MACHINERY & WORKBENCHES 5.1 Adequate workspace 5.2 Clean & tidy 5.3 Free from excess oil and grease 5.4 Adequately guarded machinery 5.5 Warnings or instructions displayed 5.6 Emergency stops appropriately placed and clearly identifiable 5.7 Operated safely and correctly 5.8 Workbenches clear of rubbish 5.9 Tools in proper place 5.10 Floor mats provided 6. HAZARDOUS SUBSTANCES 6.1 Dangerous Goods stored appropriately 6.2 Containers labelled correctly 6.3 Adequate ventilation / exhaust systems 6.4 Protective clothing / equipment available and used 6.5 Personal hygiene 6.6 Waste disposal procedures 6.7 Material Safety Data Sheets available on site 6.8 Chemical handling procedures followed 6.9 Chemical register developed 6.10 Appropriate emergency / first aid equipment e.g. shower, eye wash, fire extinguisher.

7. WELDING 7.1 Welding fumes well ventilated

5.6.14.1 Page 26 of 39

7.2 Fire Extinguisher near work area 7.3 Vision screens used for electric welding 7.4 Gas bottles securely fixed to trolley 7.5 Only flint guns used to light torch 7.6 Flash back spark arrestors fitted 7.7 LPG bottles within 10 year stamp period 7.8 PPE provided and worn e.g. welding gloves 7.9 Hot work permit system used 8. EXCAVATIONS 8.1 Has all services been located and clearly marked 8.2 Shoring in place and in sound condition 8.3 Excavation well secured 8.4 Signage displayed and barriers in position 8.5 Banks battered correctly and spoil away from edge 8.6 Clear and safe access & egress points from excavation 8.7 Is someone else present when a worker is below ground 8.8 Safe work method statement in place 9. PREVENTION OF FALLS 9.1 All work platforms have secure handrails, guarding or fence panels 9.2 Scaffolding erected by trained personnel – sight ticket 9.3 Is scaffold stable 9.4 Are scaffold users working safely 9.5 Are scaffolds regularly inspected 9.6 Harness and lanyard or belts provided 9.7 All floor penetrations covered or barricaded 9.8 Unsafe areas signposted and fenced 9.9 Safe work method statement in place 10. STAIRS, STEPS AND LANDINGS 10.1 No worn or broken steps 10.2 Handrails in good repair 10.3 Clear of obstructions 10.4 Adequate lighting 10.5 Emergency lighting 10.6 Non-slip treatments/treads in good condition 10.7 Kick plates where required 10.8 Clear of debris and spills 10.9 Used correctly 11. LADDERS 11.1 Ladders in good condition and marked for inspection 11.2 Ladders not used to support planks for working platforms 11.3 Correct angle to structure 1:4 ratio 11.4 Extended 1.0m above top landing 11.5 Straight/extension ladders securely fixed at top 11.6 Metal ladders not used near live exposed electrical equipment 12. PERSONAL PROTECTION 12.1 Employees provided with approved PPE 12.2 PPE being worn by employees 12.3 Are workers trained in the correct use of PPE 12.4 Sunscreen, sunglasses and broad brim hat provided for outside work 12.5 Biological hazards controlled e.g. needle stick, hepatitis, tetanus 12.6 Correct signage at access points 12.7 PPE requirements reviewed regularly 13. MANUAL HANDLING 13.1 Mechanical aids provided and used 13.2 Manual handling risk assessment performed 13.3 Manual handling controls implemented e.g. team lifts 13.4 Manual handling training provided

5.6.14.1 Page 27 of 39

13.5 Safe work method statement in place 14. WORKPLACE ERGONOMICS 14.1 Workstation and seating design acceptable 14.2 Ergonomic factors considered in work layout and task design 14.3 Workspace uncluttered 14.4 Use of excessive force and repetitive movements minimised 14.5 Ergonomic training provided 15. MATERIAL STORAGE 15.1 Stacks stable 15.2 Heights correct 15.3 Sufficient space for moving stock 15.4 Materials stored in racks or bins 15.5 Shelves free of rubbish 15.6 Floors around stacks and racks clear 15.7 Drums checked - spillage bunding supplied 15.8 Pallets in good repair 15.9 Heavier items stored low 15.10 No danger of falling objects 15.11 No sharp edges 15.12 Safe means of accessing high shelves 15.13 Racks clear of lights, fire sprinklers 16. CONFINED SPACES 16.1 Risk assessment undertaken 16.2 Communication and rescue plan in place 16.3 Safety equipment in good working order 16.4 Relevant signage displayed 16.5 Confined space training provided to employees 16.6 Confined space permit used 17. LASERS 17.1 Operator has laser operator licence 17.2 Signage displayed 17.3 Laser not used in a manner to endanger other persons 18. DEMOLITION 18.1 Risk assessment undertaken in advance 18.2 Asbestos identified 18.3 Power and Gas disconnected 18.4 Access prevented to demolition area 18.5 Plant movement controlled 18.6 Overhead protection in place 18.7 Fire control available 18.8 Protection of general public 18.9 Safe work method statement in place 19. PUBLIC PROTECTION 19.1 Appropriate barricades, fencing in place 19.2 Signage in place 19.3 Suitable lighting for public access 19.4 Footpaths clean and free from debris 19.5 Dust and noise controls in place 19.6 Site access controlled and secure 19.7 Traffic control procedures in place 19.8 Public complaints noted and actioned 20. AMENITIES 20.1 Washrooms clean 20.2 Toilets clean 20.3 Lockers clean 20.4 Meal rooms clean and tidy – chairs, tables supplied 20.5 Rubbish bins available

5.6.14.1 Page 28 of 39

21. FIRST AID 21.1 Cabinets and contents clean and orderly 21.2 Stocks meet kit type requirements 21.3 First Aider names displayed 21.4 First Aiders location and phone numbers 21.5 Qualified first aider/s 21.6 Record of treatments and supplies dispensed 22. LIGHTING 22.1 Adequate and free from glare 22.2 Lighting clean and efficient 22.3 Windows clean 22.4 No flickering or inoperable lights 22.5 Light switches safe and easy to turn on / off 22.6 Emergency lighting system 23. FIRE CONTROL 23.1 Extinguishers in place 23.2 Fire-fighting equipment serviced and tagged 23.3 Appropriate signage for extinguishers 23.4 Extinguishers appropriate to hazard 23.5 Emergency exit signage 23.6 Exit doors easily opened from inside 23.7 Exit path ways clear of obstructions 23.8 Alarm/communication system adequate 23.9 Smoking/naked flame restrictions observed 23.10 Minimum quantities of flammables at workstation 23.11 Flammable and Corrosive storage systems 23.12 Flammables and Corrosives not stored together 23.13 Emergency personnel identified and trained e.g. area wardens 23.14 Emergency procedures documented & issued 23.15 Emergency evacuation plan & assembly area displayed 23.16 Emergency telephone numbers displayed 23.17 Alarms tested 23.18 Trial evacuations conducted 23.19 Personnel trained in use of fire-fighting equipment 24. FORMWORK & CONCRETING 24.1 Has the formwork system been properly designed 24.2 Has the formwork been properly constructed 24.3 Formwork being laid safely 24.4 Steel fixing being done safely 24.5 Are wall & column shutters safely lifted and properly secured 24.6 Are concrete pumps being used safely 24.7 Are kibbles being used safely 24.8 Are concrete vibrators being used safely 24.9 Concreters working safely 24.10 Formwork being stripped safely and kept tidy 25. OTHER Contractor’s Representative Name: _______________________________________ Contractor’s Representative Signature: ____________________________________ Council/Principal’s Representative Name: ___________________________________ Council/Principal’s Representative Signature: ________________________________ NOTE: A non-conformance letter or report should be sent to the Contractor requesting breaches to be fixed indicated by (X – Not Acceptable).

5.6.14.1 Page 29 of 39

ATTACHMENT 7

STANDARD FORM No: Rev No:

Date Issued:

Contractor WHS Performance Report (Major Level)

Review Date:

Contractor “Biannual” WHS Performance Report Contractor:…………………………. Contract Name:…………………… Contract Number:………………….

Report for 6 months:…………….to………………. Prepared by:……………………………………….. Date…/../….

Performance Indicators (Attach copies of Reports) Details of Injuries

Indicator Current Biannual Biannual Av. Total Number of injuries reported

Number of Lost-Time injuries

Number of hours lost due to injury

Details of Injured Personnel/Property Damage/ WorkCover Infringements Name/Item Injury/ Outcome Date of Incident Return to Work Date

Forecast Actual __/__/____ __/__/____ __/__/____ __/__/____ __/__/____ __/__/____ __/__/____ __/__/____ __/__/____

Hazard Reporting Nature of Hazard Reported Date of

Report Risk Score Corrective action taken

__/__/___ __/__/___ __/__/___

WHS Audits and Inspections Indicator Current Biannual Comments Number of Audits/inspection

Comments on WHS Performance Project Manager ……………………………………………………………………………… Signed………………………………………………………………………………Date__/__/____

5.6.14.1 Page 30 of 39

ATTACHMENT 8

STANDARD PROCEDURE No: Rev No:

Date Issued:

Contractor Assessment Questionnaire Major Level 1

Review Date: Page

This questionnaire must be completed by all potential contractors As part of the prequalification/tender evaluation process, Council will review completed questionnaires (and supporting documents) submitted by applicants in relation to the status of their WHS management systems. The objective of the review is to establish the level of competency of the tenderer with regard to health and safety in general and in particular with regard to tender requirements. This questionnaire will form part of the tender documents. This form is also to be used for the prequalification of contractors on very small or transient jobs. There are 21elements in the questionnaire; The Council representative must be satisfied the contractors response/abilities meet the needs and risk associated with the task. Item for consideration Yes No 1. WHS Policy and Management 1.1 Is there a written company health and safety policy? If yes provide a copy of policy. Comments……………………………………………………………..

1.2 Does the company have an WHS Management System certified by a recognised independent authority (e.g.: A/S 4801)? If Yes provide details .................................................................. .....................................................................................................

1.3 Is there a company WHS Management System Manual or Plan? Is the plan suitable for this contract? If yes provide a copy of contents page(s). Comments.................................................................................... .....................................................................................................

1.4 Are health and safety responsibilities clearly identified for all levels of staff? If Yes provide details: .................................................................. .....................................................................................................

Item for consideration Yes No 2 Safe Work Practices and Procedures 2.1 Has the company prepared safe work method statements or operating procedures or specific safety instructions, relevant to its operations? If yes, provide a summary listing of procedures or instructions. Comments.................................................................................... ...................................................................................................

2.2 Does the company have a permit to work systems? If Yes, provide a summary listing or permits:................................ .....................................................................................................

2.3 Is there a documented incident investigation procedure? If Yes provide a copy of a standard incident report form

5.6.14.1 Page 31 of 39

2.4 Are there procedures for maintaining, inspecting and assessing the hazards of plant operated / owned by the company? If Yes, provide details..................................................................

2.5 Are there procedures for storing and handling hazardous substances? If Yes, provide details................................................................... .....................................................................................................

2.6 Are there procedures for identifying, assessing and controlling risks associated with manual handling? If Yes, provide details. .................................................................

2.7 Is there a risk Management approach in place/ If Yes, provide details. .................................................................

3. WHS Training 3.1 Describe how health and safety training is conducted in your Organisation. …………………..................................................................................... ..................................................................................................... ……………………………………………………………………………………………………………………..

Item for consideration Yes No 3.2 Is a record maintained of all training and induction programs undertaken for employees in your company? If Yes, provide examples of safety training records............................... .....................................................................................................

4. Health and Safety Workplace Inspection 4.1 Are regular health and safety inspections at worksites undertaken? If Yes, provide details:……………………………............................................. .....................................................................................................

4.2 Are standard workplace inspection checklists used to conduct health and safety inspections? If Yes, provide details or examples: ................................................... .....................................................................................................

4.3 Is there a procedure by which employees can report hazards at workplaces? If Yes, provide details ......................................................................

5. Health and Safety Consultation 5.1 What is the employee consultation arrangement for the organisation?

5.2 Are employees involved in decision making over WHS matters? If Yes, please provide details............................................................. .....................................................................................................

6. WHS Performance Monitoring 6.1 Is there a system for recording and analysing health and safety performance statistics? If Yes provide details: ...................................................................... .....................................................................................................

6.2 Are employees regularly provided with information on company health and safety performance? If Yes, provide details. ..................................................................... .....................................................................................................

Item for consideration Yes No 6.3 Has the company ever been convicted of an occupational health and safety offence? (a conviction does not necessarily determine a negative outcome but a failure to disclose a conviction will!) If Yes, provide details. ..................................................................... .....................................................................................................

5.6.14.1 Page 32 of 39

7. Company References Please provide the following information for the three (3) most recent contracts completed by the company: Contract 1 Contract 2 Contract 3 Contract Description

Contract date Client Contact Name Phone No. Number of lost time injuries

Number of days on contract

Total days lost due to injuries

The information provided in this questionnaire is an accurate summary of the company’s occupational health and safety management system. Contract Description: __________________________________________________ Company Name: _________________________________________________ Signed: ___________________________________ Name Print: _____________________________ Contact details__________________ Position: ________________________________ Date: _________________

5.6.14.1 Page 33 of 39

ATTACHMENT 9

STANDARD FORM No: Rev No:

Date Issued:

Review Tool for WHS Tender Review Level 1 Major Contracts

Review Date:

This form is NOT to be sent out with tender documents). The Council Representative should use this form to assist in the review of the Tenderer Contract Name:.................................................................................................. Contract Description:........................................................................................... Contract Manager:............................................................................................... Date.................................... Contractor:......................................................................................................... Indicate in the following manner: Acceptable X Not Acceptable N/A Not Applicable

1. WHS Policy and Management

Company Health and Safety Policy The policy provided by the potential contractor should:

• be signed by the CEO or equivalent • outline clear statement of objectives • show commitment to improve performance • be relevant to company operations • be reviewed on a regular basis

WHS Management System or Plan The company WHS Manual or Plan should include as a minimum:

• Current Workers Compensation Policy (copy supplied) • Use of Sub-contractors addressed • A register of Sub-contractors Insurance policies • Provision for Sub-contractor auditing of safety performance • WHS Policy • Rehabilitation policy (including a trained Rehab Co-coordinator) • Management health and safety responsibilities • General Work Health and Safety procedures • Safe work procedures relevant to the company operations • SWMS for all work assessed as having safety risks • Site safety rules for all persons entering the site • Public safety procedures • Induction and training procedures • Issue resolution and WHS consultation mechanisms

Health and Safety Responsibilities Health and safety responsibilities in the company should be documented and may comprise:

• WHS responsibility statements • part of employee’s job description • part of formal and informal performance appraisal

Line managers and supervisors should be formally held accountable for health and safety performance of their employees.

5.6.14.1 Page 34 of 39

2. Safe Work Practices and Procedures Safe Work Procedures The potential contractor should be able to demonstrate safe work procedures which:

• are relevant to company operations • contain a description of the tasks and associated hazards • outline control measures & methods to minimise health and safety

risks • make reference to any relevant Legislation, Codes of Practice or

Australian Standards

Safe Work Permits – See Contractor Permit to Work form Where relevant, the potential contractor should be able to demonstrate safe work permits for the following types of work:

• Work in Confined Spaces (Confined Space Entry Permits) • Hot Work (Hot Work Permit)

Incident Reporting and Investigation Potential contractors should be able to provide evidence of the following:

• Incident report and investigation form • Incident investigation procedure • Evidence of completed investigation forms • Injury register and report forms

Plant Safety The potential contractor should have mechanisms in place for the identification of hazards, assessment of risks and the implementation of control measures associated with plant. This may include:

• documented risk assessments for relevant plant or risk assessment procedure

• Up to date copy of plant operator licences, permits • register of plant requiring registration • list of persons responsible for undertaking plant risk assessments • plant maintenance and inspection forms • pre-start daily safety inspection forms for plant • plant fault reporting system and forms • Lockout Tags (Faulty Equipment) • Noise assessments of plant • PPE requirements

Hazardous Substances Potential contractor should provide evidence demonstrating safe handling and storage of hazardous substances:

• manifest or register of chemicals used by the company • Material Safety Data Sheets (MSDS) for chemicals used • safe handling procedures, including personal protective equipment • relevant training documentation • Emergency procedures (fire, evacuation, first aid)

Manual Handling The potential contractor should be able to demonstrate evidence of:

• documented risk assessments for manual handling hazards • systems used to control manual handling risks (e.g.: lifting aids,

work procedures)

5.6.14.1 Page 35 of 39

3. Health and Safety Training The potential contractor should be able to demonstrate evidence of:

• records of training and competencies of employees (licences, permits, certificates)

• records of ‘on the job’ training • tool box (work group) meetings conducted • induction training program • WHS General Induction Work as a minimum • Site Specific induction (if required)

4. Health and Safety Workplace Inspection Regular Inspections The potential contractor should provide evidence of:

• workplace inspection schedules / frequency • completed inspection reports • types of inspections undertaken / checklists used

Hazard Reporting from Potential Contractor Evidence may include:

• documented hazard reporting procedure and forms • completed hazard reports • employee involvement in inspections, accident investigations • Corrective actions

5. Health and Safety Consultation Evidence may include records which show:

• structure of WHS Committee • meeting schedule • minutes of meetings • list of employee health and safety representatives • documented procedures for consultation and dissemination of

information

6. WH&S Performance Monitoring

Safety Performance Statistics Evidence may include:

• reports on company health and safety, injury trend data • performance targets established (e.g.: lost time injuries, person

days lost)

Health and Safety Performance Information Evidence of information provided to employees:

• records of who receives reports • types of reports produced

Conviction of Health and Safety Offence If conviction reported, determine:

• nature and circumstances of incident • corrective actions undertaken • a conviction does not necessarily determine a negative outcome

5.6.14.1 Page 36 of 39

ATTACHMENT 10

STANDARD PROCEDURE No: Rev No:

Date Issued:

Site Specific Safety Management Plan Major Level 1 contracts.

Review Date:

This Form is to be completed by the Project Manager reviewing the “Site Specific Safety Management Plan” (SSSMP) for a Level 1 Contract. A Contract may be awarded subject to the SSSMP being prepared and its’ contents being verified by the KSC Project Manager. It must be prepared prior to occupation of the site and work commencing. The Tenderers attention is drawn to WorkCover’s Document “Subby Pack” for guidance on preparation of an SSSMP. This Form will be provided to the Tenderer up front with the tender documentation as a guide to assist them to address the WHS assessment criteria if asked by the Council to proceed to this stage. Guidelines for Review of Site Specific Safety Management Plan – Level 1 Contract The Project Manager will use this form when reviewing the elements of the Site Specific Safety Management Plan prepared by the Contractor. The Contractor is to provide documentation referenced in the Site Specific Safety Management Plan within 14 days of award of contract. Not all elements of the Site Specific Safety Management Plan may be required for a contract and this would need to be determined by the Project Manager in conjunction with the Contractor. Where the Site Specific Safety Management Plan does not satisfy the requirements of Council the Contractor shall be notified and the appropriate modifications are to be made to the Plan. Critical elements marked in yellow MUST be reviewed and approved prior to occupation of the site. Other elements can be reviewed and approved up to 2 weeks after occupation of the site. However, if not provided after 2 weeks work can be shut down. Site Specific Safety Management Plan Review Contract or Project Name: Contract or Project Description: _____________________ __________________ Contract or Project Manager: Please Print Contractor: Please Print The Contractor’s SSSMP is satisfactory. (No) I don’t consider this site safety plan is at a stage where site access can be granted Name………………………………………. Signature…………………………………… Please Print Position: ………………………………….. Date: …………………………………………

5.6.14.1 Page 37 of 39

IMPORTANT: The information provided is valid for this site only.

Site Specific Safety Management Plan Elements Requirement Fulfilled

Documents presented for assessment Yes No 1 Contract Description a. Description of the scope of work or services provided including

major activities?

b. Specialist tasks or procedures are documented and reference is made to safe work method statements and training?

c. Are areas of contract requiring special considerations documented and procedural requirements referenced? E.g. Presence of public, traffic management, work restrictions.

2 Contract WHS Structure and System a. Has the company health and safety policy been included?

b. Are the names and positions of personnel with specific health and safety responsibilities documented and is the organisational structure clear?

c. Are contractor employee responsibilities documented?

d. Has the position and name of a senior person who will liaise with council on WHS issues been documented.

3 Contract Induction and Safety Training a. Have contract induction procedures for employees and

subcontractors been provided for: General health & safety induction training - Work Cover

approved. Site specific health & safety induction

b. Have details of the course content been provided for: Site specific health & safety induction

c. Do the inductions include requirements of WHS Regulation 2011?

d. Are details of WHS training specific to the contract attached?

e. Has a register of employees holding authorisations, permits, competency certificates, licences required for the contract been provided?

Yes No 4 Safe Work Method Statements and Procedures a. Is there a register of company safe work method statements

relevant to the contract available?

b. Have contract safe work method statements (all contractors) been documented in a safe work method statement register?

5.6.14.1 Page 38 of 39

Yes No c. Are copies of safe work method statements or work instructions

attached?

d. Have details of permit to work procedures been included (if applicable to works being completed)?

e. Are site safety rules in place?

f. Has the procedure for distributing SWMS and /or procedures to employees and/or subcontractors been included?

5 Risk Assessment a. Does the risk assessment address the activities detailed within

the scope of works?

b. Have all hazardous operations/significant tasks to be undertaken by contractor been identified and documented in the risk assessment form?

c. Are hazard reporting procedures documented and forms included?

d. Is there a Hazardous substance register in place?

e. Is there SDS available for the hazardous rated chemicals?

f. Has each hazard been assessed and given a risk rating?

g. Has the hierarchy of controls has been considered in the risk assessment and risks eliminated where practicable?

h. Are control measures documented with clear procedures on how to achieve the control?

6 Workplace Health & Safety Inspections a. Is the contractor’s inspection team nominated and documented? b. Has the frequency and type of inspection been defined?

c. Are checklists to be used in inspections included? See attachments

d. Has a procedure for actioning inspection findings been included?

e. Are high risk areas targeted for inspection documented?

7 Health and Safety Consultation a. Are there consultation arrangements in place e.g. WHS

Committee, WHS Representative (HSR) or other agreed arrangements?

b. Have WHS committee members or WHS representatives been trained (if applicable)?

c. Is there a documented process for distributing WHS information to employees?

5.6.14.1 Page 39 of 39

Yes No d. Is there a documented process for regular toolbox talks to be

held?

e. Has a dispute resolution procedure for WHS issues been provided?

8 Emergency Procedures a. Is there an overall emergency plan and structure for the

contract?

b. Has a register of emergency equipment and locations been provided?

c. Have arrangements/co-ordination with other worksite occupants in the event of an emergency been determined?

d. Are qualified First Aiders available on site?

e. Is there a process for advising staff of the location of first aid facilities?

9 Incident Recording & Investigation a. Have details of how incidents and dangerous occurrences will be

reported to WorkCover NSW been provided?

b. Have details of how incidents will be notified to the Council been provided?

c. Has an incident/accident reporting procedure been provided?

d. Has an incident/accident investigation procedure been provided?

e. Has a register of injuries form been provided?

f. Are incident report and investigation forms provided?

10 Health & Safety Performance Monitoring a. Has an outline of an auditing program to evaluate the

effectiveness of the Site Specific Safety Management Plan been provided?

b. Is there a procedure for collecting incident statistics and distributing this information to employees?

11 General Comments