Part 1 Pre- Evaluate contractor s safety performance

Transcription

1 Ref: NTU/SPMS/SOP Date of issue: 26 Mar 2014 Next review date: 27 Mar 2016 Title : Safe Operating Procedure on Contractor Management Audience : Staff who needs to engage Contractor/s 1. Aim This Guideline aims to provide a common basis for SPMS staff to manage contractors who is directly engage by SPMS so as to prevent injury to any person and/ or cause property damage. 2. Contractors Activities *This Guideline shall not apply to contractors under ODFM as ODFM has a separate WSH Management framework. SPMS may request for relevant documents from ODFM on their contractors for work that may be carried out in SPMS. Type of contractor works are shown in the table below. Types of Contractor Activities Some Examples but not limited to - Construction work (Building of laboratory) - Changes to building/laboratory interior Addition and Alteration (A&A) works - Painting work - Laying of cables/wires - Changes to office setup Installation and maintenance of equipment - Install and setup of laboratory equipment - Carrying out schedule maintenance of equipment Delivery of hazardous material Collection of hazardous waste material Long standing service contracts - Delivery of Liquid N2 - Delivery of compressed gas cylinder - Collection of liquid/solid hazardous waste - Collection of biohazard waste - Collection of radioactive waste - Pest control activities - CCTV maintenance 3. Procedures A process flow on contractor management shall be established and implemented by affected SPMS Staff. Refer to Appendix 1. Part 1 Pre- Evaluate contractor s safety performance a) Contractors shall complete a declaration form and submit to SPMS. Refer to Appendix 2 Pre-Qualification of Contractor (1/2). b) SPMS will evaluate the contractors. Contractor s commitment to safety shall be factored as part of the evaluation. c) BizSAFE Level 3 is a requirement for Term Contractor. d) Selection and evaluation process shall be carried out once every 2 years or upon each contract renewal whichever comes first. Page 1 of 9

2 Part 2 Conduct safety briefing to contractor who has been awarded the contract work a) SPMS shall conduct a safety briefing to Person-in-charge from awarded contractor company. Refer to Appendix 3 Safety Briefing to Contractor. b) Relevant documents should be submitted by the contractor to SPMS before work commencement. This includes the following but not limited to: No. Documents to request from Contractors 1 Risk Assessment of work activities 2 Permit-to-work (If applicable) 3 Worker's training certificate (If applicable) 4 Others c) SPMS may take appropriate actions against contractor/s should there be any safety violations. d) A list of current SPMS Approved Contractor shall be kept and updated. Refer to Appendix 4. Part 3 Safety Performance Post-Evaluation a) NTU Person-in-Charge shall conduct a safety performance evaluation upon completion of project work or once every year for term/maintenance contractors. Refer to Appendix 4 Post-Evaluation of Contractor (2/2). b) Results of evaluation shall be kept for at least 2 years. Page 2 of 9

3 Appendix 1 - Contractor Management Process Flow Chart Page 3 of 9

4 Appendix 2 - Pre-Qualification of Contractor (1/2) To be completed by Contractor and submit to SPMS Company Name: Engaged by NTU before? Yes / No (delete where applicable) Name of Contact Person: Contact Number: Workforce size: Years in this service: NTU Person-in-Charge: Service or scope of work providing to NTU: # Evaluation Questions Yes No Is your company at least BizSAFE Level 3 certified? State BizSAFE Level: (Provide a copy of BizSafe Certificate) Does your organization have an established safety management system? (e.g. OHSAS18K, SS506, SMS, etc.). Submit a copy if available. Have the workers been trained to perform the job? (Attach training certificates where applicable) Do you ensure that your employees and sub-contractors undergo statutory required safety training? Will your organisation have a competent safety person to be present at the worksite to ensure safety of your workers and/or persons within the worksite vicinity and against property damage? Does your organization have an established process for conducting regular checks on tools / equipment used is in safe working condition? Does your organization have an established process to ensure that statutory equipment is certified or licensed? Does your organization conduct risk assessment prior to starting the work This should include risk assessment done by your sub-contractors. (A copy of the risk assessment shall be submitted to NTU PIC for each contract) Are all your workers and subcontractors provided with the necessary Personal Protective Equipment (PPE) & instructed on the proper use? (Show proof) Did your organization maintain a good safety record in the preceding 24 months, i.e. no accident or not having received any warning, conviction or compounded fines by local Authorities? Total points attained Contractor s Declaration I declare that the information above is true and I have not willfully suppressed any material fact. Declaration by: (Name of Contractor Management Rep.) Signature: Company stamp: Date: Page 4 of 9

5 Appendix 2 Pre-Evaluation of Contractor (2/2) NTU Person-In-Charge and School/Department Management Name: Sch/Dept: Designation: Contact Number: Evaluation Guide: More than 8 points Qualified for the job Between 5 to 7 points Conditional, improvement needed in certain aspects and exercise more safety controls at the work area. Less than 5 points Contractor may not be qualified for the job or may be engaged but with very tight supervision exercised by NTU Person-In-Charge. Status: Meet Requirement / Does not meet requirement Remarks (if any): Signature: Reviewed by: (NTU Person-In-Charge) School /Department Management Date: Date: Note: 1. This evaluation is valid for 2 years. Re-evaluation shall be carried out once every 2 years or upon the contract renewal whichever comes first. 2. All records of evaluation shall be kept for at least 2 years Page 5 of 9

6 Appendix 3 Safety Briefing to Contractor Part 1 - Contractor s Safety Briefing The contractor has been communicated the safety requirements as stipulated in the NTU Contractor Safety Handbook and given a copy of the handbook to the contractor. Contractor shall communicate the safety requirements to the workers and subcontractors (where applicable). Description Provide and brief contractor on NTU Contractor Safety Handbook In-house Safety Rules Briefing conducted by NTU PIC (Please tick when done) Acknowledged by Contractor PIC (Signature & Date) Provide and brief on Emergency Evacuation Plan Name of NTU Person-In-Charge Date Part 2 Submission of Safety documents by Contractor Contractor shall submit the safety documents as deem necessary and maintain contact with NTU PIC on job status. Safety documents to be submitted to NTU (Where applicable) Received by NTU (Please tick when done, where not applicable, marked with NA ) Risk Assessments Worker s Training Certificate Permit-to-work (Work-at-heights) Permit-to-work (Hot works) (Daily Submission) Permit-to-work (Confined Space) (Daily Submission) Permit-to-work (Lifting) Page 6 of 9

7 Appendix 4 Post-Evaluation of Contractor Safety (To Complete Upon Project Completion, Contract Renewal or Review Annually by NTU Staff) Name of Contractor: Scope of Work: Evaluation Period:: to Areas of Evaluation Performance Rating (Points) Poor (0) Fair (1) Good (2) Remark 1. Is there any incident or accident that requires reporting? (Zero occurrence = Good, Any occurrence = Poor) 2. Is there any stop work order, nonconformance note or warning issued by NTU to the contractor? (Zero occurrence = Good, 1-3 occurrences = Fair, >3 occurrence = Poor) 3. Is there any incident from the contractor which leads to the damage of properties or causing inconvenience to NTU community or members of the public? (Zero occurrence = Good, 1-3 occurrences = Fair, >3 occurrence = Poor) 4. Is there any complaint against the contractor? (Zero occurrence = Good, 1-3 occurrences = Fair, >3 occurrence = Poor) Total Score Scoring Interpretation Note: The contractor will be considered as having a poor safety performance (Category C below) if there is any occurrence indicated in Q1 above. Page 7 of 9

8 Use Table A below if there are no occurrences in Q1 above. Circle the category from the total score tabulated. Table A Category Score Ranging Safety Performance Description and Future Action A Score > 6 Good - maintain standard and strive for continual safety improvements B Score between 3 to 5 Fair - standard can be further improved C Score <2 Poor - remove from service or request the contractor management to act immediately by submitting action plan to NTU which has to be re-evaluated in 6 months time Evaluated by: (NTU Person-In-Charge) Signature/Date: Acknowledged by: School /Department Management Signature/Date: Page 8 of 9

9 Appendix 5 SPMS Approved Contractor List S/N Company Scope of work 1 e.g. SMM Pte Ltd Installation and maintenance of equipment Fume Cupboard Date of Endorsement Date of Expiry Name of staff in-charge 13-Sept Sept-2014 Tan Can Yu Remarks Page 9 of 9