optus supplier work health & safety policy 1. introduction · 2016-03-15 · optus supplier...

Optus Supplier Work Health & Safety Policy Doc owner: Judy Le Gutierrez Version: 1.1F February 2016

OPTUS SUPPLIER WORK HEALTH & SAFETY POLICY

1. Introduction

1.1 SCOPE & PURPOSE This policy (which includes this document and the work health and safety standards, policies, procedures and safety control measures attached to, or referred to in this document) sets out Optus’ minimum WHS requirements that Suppliers must comply with in connection with the supply of goods and / or services to Optus.

The requirements in this policy are in addition to and must be read in conjunction with all other WHS requirements that the Supplier must comply with, including under law or as set out or referred to in any contract with Optus. Where they exceed the requirements described in this policy, the WHS requirements at law or under contract shall take precedence.

This policy may be changed or updated by Optus from time to time. It is the Suppliers responsibility to ensure it is in receipt of the latest version at http://www.optus.com.au/contractor-health-safety. Examples or words of inclusion, are illustrative only and do not limit the generality of the relevant subject.

1.2 RESPONSIBILITIES

Optus and the Supplier have shared responsibility and accountability for health and safety for all Workers who either of them direct or engage in regard to services provided or undertaken by the Supplier to Optus. It is a requirement that works performed by the Supplier on Optus sites or on behalf of Optus do not pose an unacceptable Risk to the health and safety of Optus’ Workers, the Supplier’s Workers, visitors and the public.

Optus reserves the right to order cessation of work, or request to modify work practice(s) in consultation with the Supplier in an effort to control any Hazards impacting safety which Optus believes to be compromised. This includes failure of the Supplier to implement, monitor and / or enforce the required safety policies and processes including those set out in this policy.

2. WH&S for the Supply of Goods

2.1 LEGISLATIVE REQUIREMENTS The Supplier and all Supplied Items must meet and comply with the requirements of the WHS Law. Those requirements include but are not limited to the following:

(i) Each Supplied Item must be without Risk to the health and safety of persons who are using, handling, storing or maintaining the Supplied Item for the purpose for which it was designed or manufactured.

(ii) The Supplier is responsible to conduct all calculations, analysis, testing and examinations that are required to demonstrate compliance with paragraph 2.1(i).

(iii) The Supplier is responsible to provide current information to Optus for the safe operation, handling, storage and maintenance of each Supplied Item (for example, safety data sheet for a hazardous chemical and preventative maintenance schedule for a plant).

2.2 COMPLIANCE WITH GOODS SAFETY STANDARDS

The Supplier and the Supplied Items must comply with all relevant Goods Safety Standards, including those which may be set out or referred to in any contract or notified by Optus from time to time.

For some Supplied Items, compliance with Goods Safety Standards may be verified visually using a compliance mark. For Supplied Items without a compliance mark, the supplier must provide Optus evidence of compliance (for example, a compliance certificate). It is the Supplier’s responsibility to be aware of compliance verification requirements.

It should be noted that compliance with Goods Safety Standards does not automatically result in the Supplier meeting its requirements under WHS Law.

http://www.optus.com.au/contractor-health-safety.

Optus Supplier Work Health & Safety Policy Doc. owner: Judy Le Gutierrez Version: 1.1F February 2016

2.3 HAND-OVER DOCUMENTATION

The Supplier must supply to Optus all necessary information in relation to Supplied Items, including:

(i) Certificates of compliance with all applicable laws and Safety Standards;

(ii) Operating instructions and maintenance instructions for Supplied Items;

(iii) Training requirements for Supplied Items (including for the operation, maintenance and inspection of Supplied Items); and

(iv) (Material) Safety Data Sheets (SDS) for Supplied Items that are substances.

3. WH&S for the Supply of Services 3.1 SUMMARY Table 1.0 (WHS requirements Summary) sets out the key WHS requirements that apply and must be complied with in connection to the supply of services to Optus. A detailed explanation of the requirements is documented in the corresponding sections.

Table 1.0 – WHS Requirements Summary

Requirement Responsible When Document Reference

Supplier Prequalification Supplier Prior to commencing work Section 3.2

Supplier Induction Supplier Prior to commencing work Section 3.3

WHS Standards Supplier During the Service Period Section 3.4

Risk Management Supplier During the Service Period Section 4

Additional Governance Supplier As Applicable Section 5

3.2 SUPPLIER PREQUALIFICATION

The Supplier must, where instructed, prior to undertaking or delivering any services to Optus:

(i) achieve, obtain and maintain pre-qualification of the Supplier’s occupational health and safety management system under the Optus Prequalification System (“Cm3”) at the required level for those services; or

(ii) achieve, obtain and maintain certification of the Supplier’s occupational health and safety management system under AS/NZS 4801:2001 or OHSAS 18001 for the supply of the services; or

(iii) achieve, obtain and maintain certification of the Supplier’s occupational health and safety management system at a level that is equivalent to, or exceeds, paragraph 3.2(ii) as determined by Optus (acting reasonably).

The Supplier is further responsible to:

(iv) ensure its prequalification status is retained valid for the duration of the Service Period, including undertaking annual renewals of the qualifications described in paragraphs 3.2(i) to (iii) above and submitting further documentation to Optus as relevant; and

(v) pay an annual license fee to obtain / renew pre-qualifications under Optus’ Cm3.

Evidence is required to be provided by the Supplier to Optus of compliance with the requirements of paragraphs 3.2 (ii), (iii) and (iv).

3.3 SUPPLIER INDUCTION Each of the Supplier’s Workers (including subcontractors) involved in providing services to Optus are required to complete the Optus Contractor WHS Induction Course available by contacting Optus WHS by email at [email protected].

The course must be completed by the Supplier’s Workers (including subcontractors) prior to commencing works and annually on a renewal basis prior to the Optus nominated expiry date each year.

mailto:[email protected].


As part of the induction process, the Supplier is also required to provide to Optus all relevant certificates and licenses for Workers (including subcontractors) that will be involved in providing services to Optus (for example, electrical licenses, forklift licenses and so forth) as applicable to the services. 3.4 WHS STANDARDS

3.4.1 System Standards The Supplier must, at the time of undertaking or delivering any services to Optus, comply with each of the WHS System Standards set out in Table 2.0 (WHS System Standards), except for the ‘Safety in Design’ Standard, which only applies where design of Structures is involved.

Table 2.0 –WHS System Standards

Optus WHS System Standard Overview of Standard

Communication & Consultation

Consideration of how the Supplier will consult and communicate with workers as well as with Optus

Incident Reporting Outline of incident reporting processes and timeframes for notifying Optus

Inspection & Auditing Suggestions for monitoring work sites including frequency and how to manage non-conformances

Performance Reporting Requirements for reporting WHS performance to Optus including indicators and frequency

Risk Management Suppliers should consider a safe system of work which includes risk management

Training Competencies & Certification

Expectations of minimum information, training and instruction which is to be provided to workers

Safety in Design Considerations that need to be taken into account when designing or altering Structures

3.4.2 Hazard Standards The Supplier must comply with each applicable WHS Hazard Standard set out in Table 3.0 (WHS Hazards Standards) in respect of any Hazards that the Supplier may be exposed to in connection with the supply of relevant services to Optus, including where set out or referred to in a contract with Optus.

Table 3.0 – WHS Hazards Standards

Optus WHS Hazard Standard

Asbestos Mobile powered plant

Confined space Plant & associated equipment

Electrical work Refurbishment & demolition

Electromagnetic Energy Isolated work

Fatigue Safe operation of light vehicles

Formwork & Falsework Telecommunications work in tunnels

Hazardous Chemicals Traffic management

Hazardous Manual Tasks Trenching and excavation

Heavy Lifting Work at heights

Ladders – Fixed and Portable Work in vicinity of underground assets

Lasers Work in vicinity of poles and overhead lines

Loading and unloading Work on telecommunications towers


3.4.3 Availability of Standards The WHS System Standards and WHS Hazard Standards are available at http://www.optus.com.au/contractor-health-safety. Optus from time to time may update these standards and will endeavour to notify the Supplier when there is a change. It is the Supplier’s responsibility to ensure it is in possession of the latest version.

Optus’ WHS standards (and the requirement of this Section 3) establish Optus’ minimum specifications only, and are without limitation to any other standards that the Supplier must comply with in relation to the supply of services to Optus.

4. Risk Management 4.1 GENERAL REQUIREMENTS

The Supplier is required to carry out Risk Management associated with the activities undertaken in connection with the supply of all goods and or services to Optus. As part of its Risk Management activities, and without limitation thereto, the Supplier must make adequate arrangements for:

WHS consultation and communication for all Workers;

Emergency response

Incident management; and

WHS training and competency of Workers (for example, training needs analysis, inductions, and so forth).

The Supplier must consider any Hazard areas Optus has identified (including those in Section 3.4.2 (Hazard Standards)) as well as identify and manage other Hazards that may be applicable. The identification (or lack thereof) of any Hazards by Optus, including in a contract with the Supplier, does not relieve the Supplier from identifying and managing those Hazards itself.

Optus may require a safe work practices or job safety analysis (or equivalent) to be submitted by the Supplier, including annual periodic reviews. If so, the Optus representative will review the supplied documents and provide feedback to the Supplier.

The Supplier is responsible to manage and monitor its own compliance, as well as its sub-contractors compliance, with WHS requirements.

4.2 INCIDENT MANAGEMENT

The Supplier must report all incidents that occur during the course of carrying out or undertaking any services for Optus to the designated Optus representative (or where relevant, contract manager) within the timeframes as outlined in Table 4.0 (Incident reporting timeframes).

Table 4.0 – Incident reporting timeframes

Type of Incident Verbal Notification Written Notification Investigation Report

Near miss / hit Within 24 hours Within 2 business days Within 10 business days

Property / equipment damage Within 24 hours Within 2 business days Within 10 business days

First aid case Within 24 hours Within 2 business days Within 10 business days

Medical treatment injury Within 12 hours Within 2 workings days Within 5 business days

Lost time injury Within 12 hours Within 1 business day Within 5 business days

Notifiable Incident As soon as reasonably practicable Within 1 business day Within 3 business days

(initial report)

Written notification can be in the form of an email or an incident notification report.

For Notifiable Incidents or incidents resulting in a Lost Time Injury, the Supplier must perform an ICAM Investigation or equivalent. For all other incidents, Optus may require the Supplier to perform an ICAM Investigation or equivalent if an Optus senior manager or WHS business unit manager forms the view that the incident had the potential of being a Notifiable Incidents or an incident that may have resulted in a Lost Time Injury.

http://www.optus.com.au/contractor-health-safety.


4.3 GOVERNANCE AND PERFORANCE

Where requested, the Supplier will be required meet with Optus quarterly or as otherwise set out in the contract or notified by Optus from time to time, to discuss the Supplier’s WHS governance and performance, including:

Performance against key performance indicators;

Project or service related incidents and investigation outcomes;

Inspection / Audit results and findings;

Upcoming WHS activities; and

WHS initiatives.

4.4 MONITORING

Optus may monitor the Supplier’s work practices from time to time. This may occur on a regular basis can include (without limitation):

WHS inspections by project managers, contract managers or Optus representatives;

Leadership walks by Optus senior management; and / or

WHS Audits by the Optus WHS team or delegates.

The Supplier is required to participate and cooperate in the monitoring activities to allow Optus to review the safe work practices and systems in place. The Supplier is responsible for addressing any corrective action(s) notified by Optus resulting from the monitoring activities.

4.5 HIGH RISK CONSTRUCTION

High Risk Construction Work(s) must not be carried out unless a SWMS is prepared by the Supplier for each High Risk Construction Activity and the SWMS is accepted by Optus. The SWMS must be specific to the Hazards and Risks on the specific site.

The Supplier will be required to:

Provide each SWMS to Optus prior to conducting the High Risk Construction Activity;

Conduct annual periodic reviews of each SWMS using the Optus SWMS Review Checklist available from the designated Optus project (or where relevant, contract manager); and

Provide a copy of each completed SWMS Review Checklist to Optus.

After being submitted by the Supplier, Optus will review each SWMS by completing the Optus section of the SWMS Review Checklist and will either accept the SWMS or reject the SWMS and revert it back to the Supplier for further works required.

5. ADDITIONAL GOVERNANCE 5.1 SUMMARY Table 5.0 (WHS Additional Governance Requirements) sets out a summary of Optus’ additional safety management requirements that are relevant to particular projects and services only. A detailed explanation of each of the requirements is documented in the corresponding sections.

The requirement(s) in this Section 5 (Additional Governance) only apply where set out or referred to in a contract with Optus, or otherwise notified by Optus from time to time.

Table 5.0 – WHS Additional Governance Requirements


Kick-Off Meeting Optus and Supplier Start of Service Period Section 5.2

WHS Project Management Plan Optus and Supplier Start of Service Period & annual reviews Section 5.3



WHS Monthly Performance Reports Supplier Monthly Section 5.4

5.2 KICK-OFF MEETING

Where required, the Supplier must organise with Optus a kick-off meeting within two (2) weeks of entering into a contract or statement of work with Optus for a relevant project or applicable services. During the kick-off meeting Optus and the Supplier shall discuss and confirm the WHS requirements, and the delivery and review of WHS documentation. Minutes of the meeting must be recorded and distributed to Optus and the Supplier.

5.3 PROJECT / CONTRACT WHS MANAGEMENT PLAN

Where required, the Supplier must provide to Optus a WHS Project Management Plan. The Optus representative will review the WHS Project Management Plan to ensure it meets Optus requirements and includes (without limitation) the following areas:

(i) Risk Assessment for the specific project or supply of services;

(ii) Detailed information on Risk controls for significant Risks identified in the Risk Assessment;

(iii) Names, positions and WHS responsibilities of all Workers, whose positions or roles involve specific WHS responsibilities in connection with the project or supply of services;

(iv) Compliance with Optus WHS System Standards and Optus WHS Hazard Standards

(v) Arrangements for:

o WHS consultation and communication for all Workers;

o Emergency response

o Incident management;

o WHS training and competency of Workers (for example, training needs analysis, inductions, and so forth);

(vi) Managing and monitoring the Suppliers compliance with the WHS Project Management

(vii) Managing and monitoring sub-contractors compliance with the WHS Project Management An Optus representative will review the WHS Project Management Plan to determine whether it meets Optus’s requirements and will provide feedback to the Supplier. The Supplier is required to make any necessary changes or provide further details in the WHS Project Management Plan as requested by Optus.

5.4 WHS PERFORMANCE REPORTING

Where required, the Supplier must submit Monthly WHS Performance Reports to Optus, which includes performance data for all Supplier sub-contractors engaged in relation to the provision services to Optus. Reports must be submitted by email to [email protected] by the 10th of each month.

One performance report must be submitted for each master supply agreement (“MSA”) in place between Optus and the Supplier, or in the absence of an MSA, each contract between Optus and the Supplier (“Agreement”), unless Optus directs or requests more than one Monthly WHS Performance Reports for a particular MSA or Agreement, in which case the Supplier must submit the number of Monthly WHS Performance Reports for the MSA or Agreement requested or directed by Optus. Multiple reports for an MSA or Agreement might be required, for example, if the Supplier is conducting works for multiple divisions within Optus (for example, Optus’ Customer division and Optus’ Networks division).

mailto:[email protected]


6. Non-Conformances

If Optus identifies any breaches or non-compliance by the Supplier with its WHS requirements (including but not limited to those under this policy, a contract or any applicable laws) Optus may notify the Supplier in writing of such breach or non-compliance by raising a non-conformance report. The Supplier will be required to respond to the non-conformance report within five (5) business days and provide a corrective action plan to Optus.

An Optus representative will review the corrective action plan and notify the Supplier whether or not it is acceptable. If not acceptable, the Supplier must amend and re-submit the corrective action plan to Optus until it is acceptable.

If Optus considers that the breach or non-compliance presents a significant Risk to the health and safety of any person, Optus may order a cessation of works until the corrective action plan has been accepted and evidence is provided that the corrective action(s) have been implemented to Optus’ satisfaction. Nothing in this Section 6 (including knowledge of, or response to, a non-conformance) limits any other right or remedy of Optus or obligation of the Supplier, including at law or under any contract with Optus.


Appendix A – Definitions & Abbreviations Audit A systematic examination against defined criteria to determine whether

activities and related results conform to planned arrangements and whether these arrangements are implemented effectively and are suitable to achieve the organisation’s policy and objectives

Communication & Consultation

Continual and iterative processes that an organisation conducts to provide, share or obtain information and to engage in dialogue with stakeholders.

Goods Safety Standards

Standards, specifications, procedures and codes, including those developed or issued by Australian or international bodies: (a) designed to ensure products, services and systems are safe, reliable and consistently perform the way they are intended to perform; or (b) which establish uniform engineering and technical criteria, methods, processes and practices.

ICAM Incident Cause Analysis Method

Hazard A source or situation with the potential for harm in terms of injury or illness, damage to property, damage to the environment or a combination of these.

High Risk Construction Work

Has the meaning given to it in the WHS Regulations.

Lost Time Injury An occurrence that resulted in a fatality, permanent disability or time lost from work of a one day shift or more.

Medical Treatment Injury

An injury or disease that resulted in a certain level of treatment (not First Aid Treatment) given by a doctor or hospital.

Monthly WHS Performance Reports

A report that is to be completed by the contractor on a monthly basis which includes health and safety performance indicators for the reporting period

Notifiable Incident Serious Injury or Dangerous Incident as defined by WHS Act (Cth) 2011

Optus Means Singtel Optus Pty Ltd or a Related Body Corporate of SingTel Optus Pty Ltd incorporated in Australia.

Related Body Corporate’

Has the meaning given to it in the Corporations Act (Cth).

Risk The combination of the frequency, probability of occurrence and consequence of a hazardous event.

Risk Assessment The overall process of estimating the magnitude of a risk and deciding whether or not the risk is tolerable.

Risk Management Coordinated activities to direct and control an organisation with regard to risk.

Safety Data Sheet (SDS)

A document setting out procedures for handling or working with a substance in a safe manner, including all relevant information about its toxicity, health effects, first aid precautions, safe storage and disposal and so forth.

SWMS Safe Work Method Statements

Service Period The period the Supplier provides or undertakes to supply services to Optus, including the term of any contract with Optus for those services.

Structures Has the meaning given to it in the WHS Act (Cth) 2011

Supplied Items All goods (including equipment, appliances, structures, tools and substances) supplied to Optus.

Supplier An entity (including a corporation or natural person) that provides goods and or services to Optus.

Supplier Prequalification Requirements

The requirements set out in sections 3.2 of this policy.


WHS Act

Workplace Health and Safety Act is legislation as defined by the Commonwealth and/or States to establish compliance criteria for the provision of WHS standards in workplaces.

WHS Law WHS Act and WHS Regulation(s)

WHS Regulation(s)

Workplace Health and Safety Regulations are made under and in support of the Workplace Health and Safety Act as defined by the commonwealth and/or states to establish compliance criteria for the provision of WHS standards at the workplace.

WHS Work Health and Safety

WHS Additional Governance Requirements

The requirements set out in sections 5.2 to 5.4 (inclusive) of this policy.

WHS Hazard Standards

Optus WHS hazard standards at http://www.optus.com.au/contractor-health-safety, as may be amended by from time to time.

WHS System Standards

Optus WHS system standards at http://www.optus.com.au/contractor-health-safety, as may be amended by from time to time.

Worker A person is a worker if the person carries out work in any capacity for a person conducting a business or undertaking, including work as: (a) an employee; or (b) a contractor or subcontractor; or (c) an employee of a contractor or subcontractor; or (d) an employee of a labour hire company who has been assigned to work in the person's business or undertaking; or (e) an outworker; or (f) an apprentice or trainee; or (g) a student gaining work experience; or (h) a volunteer; or (i) a person of a prescribed class.

Workplace Means (a) any premises in which Optus workers or contractors work, other than any part of such premises that is primarily used as a private dwelling and (b) a workplace is a place where work is carried out for a business or undertaking and includes any place where a worker goes, or is likely to be, while at work.

http://www.optus.com.au/contractor-health-

http://www.optus.com.au/contractor-health-

optus supplier work health & safety policy 1. introduction · 2016-03-15 · optus supplier...

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