Prequalification Assessments; Traffic Management Plan Reviews, Audits and Declarations; Road Safety Audits (SRSA now available);

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1 Introduction Out-And-Out Pty Ltd (t/a AssessmentsRus) provides all of the independent audit requirements that are specified in VicRoads contracts. Our services include: Prequalification Assessments; Traffic Management Plan Reviews, Audits and Declarations; Road Safety Audits (SRSA now available); Environmental Management Plan Reviews; Independent on-site Quality, Safety and Environmental Audits (usually only on Major Projects); Technical Compliance Audits; and Section C OH&S Checklists & Declarations In this brochure we outline each of the above processes and the fees that apply. You need to be aware of these costs when tendering for VicRoads contracts. The fees are applicable from now until the 1 st January Please read the disclaimer and terms and conditions on the last page. For further information please do not hesitate to call us. Yours faithfully Susan Marie Pentland Senior Consultants/Auditors Roy Pentland Out-And-Out Pty Ltd ABN: Bellarine Highway, MOOLAP Victoria 3221 Phone: (03) Fax: (03) Mobiles: (0408) or (0418) susan@assessmentsrus.com.au or roy@assessmentsrus.com.au Susan Pentland Roy Pentland Qualifications: Date: Qualifications: Date: EMS Lead Auditor ACI Global Pty Ltd October 2006 Senior Road Safety Auditor RTA NSW January 2011 QA, OHS and EMS Senior Auditor AACert Pty Ltd June 2006 EMS Lead Auditor ACI Global Pty Ltd October 2006 DES Lead Auditor May 2003 QA, OHS and EMS Senior Auditor AACert June 2006 Pty Ltd CCF Accredited Lead Auditor Jan 2003 DES Lead Auditor June 2002 ISO Lead Auditor ISC Pty Ltd May 2001 Lead OHS Auditor, ISC Pty Ltd June 2001 Lead OHS Auditor, ISC Pty Ltd Jun 2000 ISO Registered Lead Auditor Jan 2001 JASANZ - QSA SafetyMAP Auditor Certificate - VWA Apr 2000 CCF Accredited Lead Auditor June 2000 Registered Lead Auditor JASANZ - QSA Jan 2001 SafetyMAP Auditor Certificate VWA 26 April 2000 OH&SM Auditor Certificate - ETRS July 1999 Lead QA Auditor, ISC Pty Ltd Mar 1999 Registered Lead Auditor JASANZ - QSA 19 Aug P a g e

2 Pre-Qualification Assessments AssessmentsRus provides all forms of VicRoads Pre-qualification assessments and has the facility to incorporate this into existing Third Party Certifications. Initial Assessment $1, GST $1, GST Bi-Annual Re-Assessment NOTES 1. Add travel costs if more than 100km from Geelong. For an organisation based in Echuca the travel costs will be 560km round trip, less 200km times 70c/km = $ GST 2. For existing AssessmentsRus clients who already have Pre-Qualification, the Traffic Management Pre- Qual Initial Assessment is charged at only $ GST 3. Traffic Management pre-qualification requires three on-site reviews and declarations. It will be your responsibility to make contact with us to schedule these visits. (See below for fees) 4. We can combine Third Party Certification audits to ISO9001, AS4801 and ISO14001, for those who have any of these. Please ask us for a quote, where your pre-qualification will be incorporated, and reduce costs considerably. Traffic Management Plan Reviews, Audits and Declarations Further to the above prequalification services, ongoing Traffic Management reviews, site audits and declarations are available as follows. Three TMP reviews/audits/declarations are required annually. The fees for these audits are as follows: Annual three TMP reviews, site audits and declarations $ GST per TMP review, site audit and declaration for three separate audits. $ GST per TMP review, site audit and declaration if two audits are conducted on the same day. $ GST per TMP review, site audit and declaration if three audits are conducted on the same day. This means that: Three separate audits through the year will total $2, GST, anywhere in the State. Two audits in one day (must be within 50km of each other), and one audit on another date will total $2, GST, anywhere in the State. Three audits in one day (must be within 50km of each other), will total $2, GST, anywhere in the State. 2 P a g e

3 Road Safety Audits 160.A11 ROAD SAFETY AUDITS and ROAD SAFETY AUDITS The number of required road safety audits will vary from contract to contract. The fees for each road safety audit are as follows: Design Stage (at your office) During Construction Pre-opening (4 to 5 days before) Post-opening (24 hours after opening road to traffic) $ GST $1, GST $ GST $ GST NOTES 1. Add travel costs if more than 100km from Geelong. Travel costs are based on 70c/km beyond this distance. For example, for a project based in Echuca the travel costs will be 560km round trip, less 200km times 70c/km = $ GST Environmental Management Plan Reviews On occasions VicRoads will specify that Environmental Management Plans be reviewed and will include and Environmental Management Plan Checklist, usually within the yellow Section C at the rear of the document. Usually this will be carried out in conjunction with the Occupational Health and Safety Coordination Plan review and declaration. Refer to the fee structure for that service by clicking here. Independent on-site Quality, Safety and Environmental Audits (usually only on Major Projects) On larger projects, VicRoads will specify that independent Safety and Environmental audits be conducted at varying intervals of the project. We have conducted these audits on most of the larger projects in the past eight years. Projects included the following: Hallam Bypass; Extension of the Eastern Freeway east of Springvale Road; Craigieburn Bypass (all four stages); Wodonga Bypass; Geelong Bypass (Stages 1, 2 and 3 and the Moorabool Bridges); Taylors Road Duplication and Rail Underpass; and Deer Park Bypass. Nagambie Bypass Anthonys Cutting Realignment Whilst the frequency and number of OHS and EMS audits will vary from contract to contract and it is practical and cost-effective to combine these audits. We can also undertake your project Quality (compliance) audits at the same time. The fees for these audits are as follows: 3 P a g e

4 Per audit of one Program (QA, OHS or EMS) Per audit of two Programs (OHS/EMS, OHS/QA, EMS/QA) $1, GST $1, GST $1, GST NOTES Per audit of all three Programs (QA, OHS and EMS) 1. Add travel costs if more than 100km from Geelong. Travel costs are based on 70c/km beyond this distance. For example, for a project based in Echuca the travel costs will be 560km round trip, less 200km times 70c/km = $ GST Technical Compliance Audits 160.A7 AUDITS BY THE CONTRACTOR When you are short on resources, we can provide your internal project quality audits in line with your audit schedule, so that you comply with the above clause. We can also undertake audits of your subcontractors. The fees for these audits are as follows: Per Site audit Per subcontractor audit Multiple subcontractor audits $1, GST $ GST $ GST each NOTES 1. Add travel costs if more than 100km from Geelong. Travel costs are based on 70c/km beyond this distance. For example, for a project based in Echuca the travel costs will be 560km round trip, less 200km times 70c/km = $ GST 4 P a g e

5 VicRoads Section C - OHS Declaration and Checklist Process For all projects of a value exceeding $180, VicRoads requires that a Section C OHS Declaration and Checklist be completed by an independent OHS Advisor. AssessmentsRus Pty Ltd provides this service, complete with assistance on hazard analysis and development of Safe Work Method Statements. It is mandatory for the OHS Advisor to visit the site and you must conduct an actual on-site risk/hazard assessment and prepare Safe Work Method Statements. The relevant section of the VicRoads standard contract reads: RISK / HAZARD ASSESSMENTS The Contractor shall undertake a risk/hazard assessment of each site/ work activity to determine the risks and treatments required to eliminate, or significantly reduce so far as is reasonably practicable, those risks/hazards. The details of the risk/hazard assessment shall be recorded as Safe Work Method Statements; highlighting Statements that are for high risk construction work and copies are to be submitted with the HSCP to the Superintendent. The Safe Work Method Statements and Health and Safety Co-ordination Plans shall be available on site for the duration of the works to enable audit and surveillance to be conducted HEALTH AND SAFETY CO-ORDINATION PLAN AND DECLARATION (a) HSCP Preparation The Contractor shall be responsible for the preparation, implementation and other arrangements associated with the Health and Safety Co-ordination Plan (HSCP). The HSCP shall include, as a minimum, the requirements of the HSCP Checklist as included in the appendices of this Specification. The HSCP shall consider any other Contract specific requirements identified elsewhere in the Specification. (b) HSCP Review The Contractor shall arrange for a review of the HSCP by a person who has had no involvement in the development of the original Contractor s HSCP and who meets all the requirements listed on the HSCP Declaration as included in the appendices of this Specification. The Contractor shall incorporate the recommendations of the Review into the HSCP to the satisfaction of the reviewer such that the reviewer endorses the HSCP by signing the HSCP Declaration. (c) HP HCSP and Declaration The Contractor shall, not less than 5 working days prior to commencing work, submit to the Superintendent: (i) a reviewed Health and Safety Co-ordination Plan; and (ii) a signed HSCP Declaration by an OH&S consultant/advisor that the HSCP meets all the necessary requirements. The Declaration shall be in accordance with the proforma included in the appendices of this Specification. Any amendment(s) to the HSCP after submission of the signed Declaration or items graded review shall be referred to the Contractor s OH&S consultant/advisor for assessment and written confirmation that the HSCP Declaration is still endorsed and remains valid. 5 P a g e

6 Within the Section C Checklist there are a number of key items that verify that an independent OH&S consultant/advisor must be engaged: 1.2 Attach the Contractor response to 1.1 that shall be in the form of Safe Work Method Statements and highlight any Statements that are for High Risk Construction Work These must only be submitted after review and written approval from the Contractor OHS Consultant / Advisor. You need to understand the: NATIONAL STANDARD FOR CONSTRUCTION WORK [NOHSC:1016 (2005)] It is publicly available by clicking the title above. SWMS must be reviewed by the OHS Consultant / Advisor. 2.1 Attach the names, positions and occupational health and safety responsibilities of all relevant personnel. In particular detail the qualifications and experience of Contactor OHS Consultant/ Advisor and how they will be used on OHS issue including signing off on any updates, amendments or items marked for review on this Plan. We will provide our qualifications and experience in the Section C document. You need to identify in the Health and Safety Coordination Plan (HSCP) that we will sign off updates of all related documents and provide advice on OHS issues when needed. This includes subcontractor SWMS as per clause 11.2 of the checklist. In the Section C Declaration there are also some key points to note: in my capacity as * Employee of / * Consultant to (strike out the item which is not applicable) the above named company certify that: (a) I am an OHS Consultant/Advisor who: (i) has had no involvement in the development of the original Contractor s HSCP; and (ii) has been employed as an OHS consultant/advisor in construction site safety, on a full time basis, for at least 3 years over the last 5 years; and (iii) has a recognised certificate, degree or post graduate diploma in an OHS discipline; OR (iv) is currently an OHS Auditor with sufficient practical experience and a certificate of attainment for OHS auditing in compliance with RABQSA Auditor Registration requirements. It is rare that someone in-house will be able to comply with the above requirements; we meet all four items. (d) I have visited the Site and all areas where work under the Contract will be carried out and familiarized myself with all works to be undertaken under the Contract; (e) I have reviewed and assessed the Health and Safety Co-ordination Plan and it: (i) addresses all the works to be carried out under the above Contract; (ii) satisfies all relevant legislative and regulatory requirements; (iii) in particular complies with OHS Regulations 2007 Chapter 5, Part Construction; (iv) addresses all the requirements of the VicRoads Health and Safety Co-ordination Plan (HSCP) Checklist; and The person who signs the declaration must visit the site, and the ideal time is as soon as practical after the contract has been awarded. We will need some notice, and will endeavour to do so within 5 working days. This means you NEED to allow 2 weeks before starting the works. Refer to the flow chart on the following page for a full description of the process. 6 P a g e

7 VicRoads Section C - OHS Declaration and Checklist Process STEPS IN THE PROCESS NOTES ABOUT EACH STEP We only have 14 days to complete this process, so send us advice as soon as you are awarded the contract. An to roy@assessmentsrus.com.au or susan@assessmentsrus.com.au is the ideal method. The sooner you can fix a date for this visit, the more chance we have of being there at the same time. You may have already done this at tender stage and, if so you wouldn t engage a consultant then. If we can be there with you, we will help with the Hazard Analysis. If we do an independent visit, we will let you know what we identified. Ideally, issue this information by in MS Word format. This speeds up the assessment process and we can highlight where changes may be needed. We may call you while we do this to chase up any missing information. This step may also be carried out on site or at your office, but usually at our office. We will highlight any deficiencies in red, explaining what you need to provide. ed MS Word documents or scanned copies of records. Or you can fax information to us on (03) We will PDF copies of the Declaration and Checklist, and the invoice. We need to have this done at least 5 days before you intend starting works. EFT payment is required and the details are on the invoice. If you don t have EFT then a cheque needs to be deposited into our account within 48 hours. Once you have issued all the information to VicRoads, any Safe Work Method Statements created later (including that of subcontractors), need to be sent to us for review and sign-off. 7 P a g e

8 VicRoads Section C - OHS Declaration and Checklist Process FEES FOR THE SERVICE To January 2012 All fees are based on driving distance from Geelong and will be calculated using the Wheris web site, starting from our office address of 585 Bellarine Highway, Moolap, to the location of the site that you specify. In the case of multiple road projects, we will pick a central location of the contract and use that for pricing purposes. We will not visit all sites in a multi-site contract and the fees shown below apply for the whole of the contract. For example, if you had 25 sites within 100kms of Geelong the price would be a once off $1, GST, not 25 times that. Distance from Geelong Up to 100kms From 101 to 200kms From 201 to 300kms From 301kms and over Fees for the Service $1, GST $1, GST $1, GST $1, GST Included in the above fees are all activities described in the process on the previous page. We will also provide assistance in conducting the Initial Hazard Analysis, documenting Safe Work Method Statements and, if required, easy-to-use forms for these two activities. When an Environmental Management Plan Review is also required, add $ GST to the above fees. Any sign-offs for subsequent SWMS s or amendments to the Health and Safety Coordination Plan, will be charged at $ GST per declaration. Just them and we will review and reply with a signed declaration, within 72 hours. DISCLAIMER Out-And-Out Pty Ltd will not be responsible for any loss incurred by the Client as a result of improper or incomplete implementation of management systems by the Client or its representatives. CONDITIONS Out-And-Out Pty Ltd does not set many conditions relating to our services. There are 2 conditions for you and 1 for us: 1. We guarantee that we will achieve the targets set out in the proposal and also achieve your required results and will provide any additional time, free of charge, to do so. 2. All we require is that Clients pay invoices within the terms defined in agreements and on all invoices (always 7 days). 3. The services defined in this proposal will not proceed until a signed contract Agreement is received. For further information please do not hesitate to call us. Yours faithfully Roy Pentland Senior Consultant/Auditor Susan Marie Pentland Senior Consultant/Auditor AssessmentsRus (A trading name of Out-And-Out Pty Ltd) 585 Bellarine Highway, MOOLAP Victoria 3221 Phone: (03) Fax: (03) Mobiles: (0408) or (0418) susan@assessmentsrus.com.au or roy@assessmentsrus.com.au 8 P a g e