Contractor Guidelines This Guideline has been written to detail the minimum expectations with regards to contractor safety at Sodexo business units. It is the responsibility of the contractor to understand and implement these requirements for employees and sub-contractors when engaged by Sodexo. At any time, the Sodexo Contact may request documentation with regards to a contractor s safety system. The contractor must be able to provide this information in a timely manner. Compliance with Relevant Legislation It is the responsibility of the contractor to know, understand, abide by and enforce all Federal, Provincial and Municipal laws governing its activities. Rules applicable to contractors are also applicable to subcontractors, vendors, suppliers and consultants. Where there is a difference between relevant legislation, site specific requirements and the information provided within this document, then the stricter standards shall apply. Compliance with Sodexo Occupational Health and Safety System (OHSMS) Sodexo expects all contractors to implement their own safety systems when completing work. Where a contractor does not have a system in place or the system does not meet the minimum requirement set out in this Contractor Guideline then you will be required to review the Scope of Work with your Sodexo Contact. Third Party Verification Sodexo Canada may elect to utilize a third party verification service for contractors. This service will act on Sodexo s behalf to complete preliminary screening of contractors. Should a contractor satisfactorily complete the screening process the Contractor Guideline and its requirements will remain applicable. Insurances Sodexo Canada requires that all contractors engaged to work on behalf of Sodexo must meet the following minimum requirements: A minimum level of liability insurance of $5,000,000 per occurrence. (This may be as a standard liability policy or in combination with an umbrella liability policy.) o Exceptions must be reviewed with the Sodexo Unit Team and may require the contractor to comply with additional requirements in order to mitigate any increased risk. Good standing with the provincial workers compensation boards (WCB/WSIB/CNESST) in which work is being completed In both of the cases above, documented evidence must be available to verify that the contractor meets the requirements. Contractors must provide this information in advance of arriving on site. Contractors must also be able to provide this information on request from either Sodexo or the Client. Where a client s expectation regarding insurance(s) and documentation storage exceed those provided in this Standard, then the contractor is expected to comply. Contractor Discipline Process There are no exceptions to this Standard for a contractor or for the Unit Team. If at any time it is found that a contractor is not meeting the expectations of this Standard, they will be ordered to stop work until the condition is corrected and may be subject to dismissal. Any costs incurred by noncompliance will be borne by the contractor. Safety Guidelines Page 1 of 7
1. General Requirements: Dealing with an Emergency In order to ensure personal safety, contractors are required to be aware of all the emergency response procedures for the location of work. Review this information with your Sodexo Contact. The contractor shall provide emergency response procedures for the work site, which are in compliance with Sodexo Emergency Response Procedures for the site, and shall communicate such procedures to all contractor personnel. At a minimum, the Emergency Response Procedures will include: Emergency telephone numbers; Additional information that may be required and is dependent on the work being completed will include; First Aid process (including names, incident management protocol and resourcing for lone workers where applicable); and Emergency evacuation protocols for the work area. All contractors are responsible to ensure that first aid, emergency medical services and transportation are provided to its employees as defined by the applicable local legislation. Contractors are also required to provide trained first aid services, supplies, and equipment as applicable. NOTE: Some locations may have medical personnel/treatment areas on site. It is the contractor s responsibility to know where these are located and to use them in the manner for which they are provided. Incident Sodexo classification of incidents includes: Near Miss First aid No Treatment Medical Aid/Lost Time Serious or Critical Injury Contractors will report near miss, injuries, illnesses, environmental incidents and security breaches to the Sodexo Contact. The Sodexo Contact will report all events to the Client Contact, unless other arrangements are agreed upon and are documented. Contractors are expected to comply with the following requirements: All incidents (safety, environment and security), regardless of severity or outcome are to be reported immediately; The contractor will inform the Sodexo Contact prior to a report being made to any other parties including authorities having jurisdiction (this is required to ensure that appropriate authorities are informed in a timely and efficient manner); Damage to materials, structures, tools, equipment and property shall be reported to the Sodexo Contact immediately after occurrence; An investigation of the event will be conducted by the contractor. The Sodexo Contact will participate in any investigation process. Further participants will join the investigation as required; The contractor will provide timely response to Sodexo, or Sodexo s Client s, requests; The contractor will be required to implement any corrective measures which are identified as part of the investigation to prevent a reoccurrence of the incident; If the investigation reveals that the contractor has committed an unsafe act, violated a known rule Safety Guidelines Page 2 of 7
or regulation or created an unsafe condition which jeopardized them, others or the environment, the Sodexo Contact will decide on appropriate action. This can include instant removal from site and the cancellation of any work offered to the contractor. Contractors will report injuries, illnesses, environmental incidents and security breaches to the appropriate agencies. The contractor will be knowledgeable of the local reporting requirements. Regulatory reporting requirements will be met by the contractor without exception. General Behavior All contractors will conduct themselves professionally. Behavior or actions which violates Sodexo or Client safety programs, or has the potential to endanger the safety and well-being of any of the facility occupants, is grounds for removal from the site. Inappropriate behavior includes but is not limited to: Use, possession, distribution, offering, sale or being under the influence of alcohol, illicit drugs, illicit drug paraphernalia or non-prescribed drugs for which a prescription is legally required in Canada, while on company business or premises; Disorderly or violent conduct; Theft or intentional damage to property; Misuse of property; Entering restricted areas; Bullying or harassment; and/or Criminal activities. Site Orientation Contractors are required to participate in site orientation programs. The requirements are dependent on the work location and client requirements. The Sodexo Contact will communicate all relevant client policies (for example drug & alcohol policy) as part of the orientation process. The frequency of an orientation is at the discretion of the Unit Team. Site orientation does not incorporate task specific safety requirements. Contractors are expected to be able to demonstrate to the Unit Team, through documentation and other measures, how tasks will be completed safely. Training and Certification Where a task is required to have a qualified person, the contractor is expected to provide all relevant information prior to commencing work and upon request from Sodexo. Should there be a gap or any concern regarding the qualifications, the task shall not proceed. If there are additional expectations regarding demonstration of skill set by our clients, then the contractor will be informed in advance by Sodexo. Security Access Unless contractors have appropriate security clearance, they are not to work in areas without prior approval by Sodexo. Where expenses are incurred due to security access requirements or issues, they shall be the responsibility of the contractor. The contractor is to immediately inform their Sodexo Contact of any security or facility access issues. Risk & Permit to Work The contractor will provide risk assessments for all tasks prior to commencement. A risk assessment is documented evidence that hazards associated with the work have been assessed and how hazards will be controlled. Sodexo recognizes the contractor as the competent authority of its services provided. Safety Guidelines Page 3 of 7
If a contractor does not have their own risk assessment process, then the Sodexo Contact will provide Sodexo Workplace Risk Assessment Form (OHSMS-SF-0142) for completion by the contractor. Some sites may require a Permit to Work to better control the work being completed by contractors. Permits enable greater control over the work being completed, and identify additional actions which may be required prior to work commencing (for example the disengagement of fire protection systems). Contractors are required to review site Permit to Work requirements with their Sodexo Contact prior to commencing work. Contractors are responsible to be aware of all dangers or hazards associated with the work being performed. Contractors will act to remove and / or control the hazards prior to commencement and during the work. All uncontrolled potential or existing hazards observed by the contractor shall be reported to the Sodexo Contact. Where the contractor or any Sodexo employee reasonably believes that an imminent risk to persons or property is present; the contractor is obligated to stop work so that the risk is eliminated or reasonably controlled. For the purposes of this Guideline, a risk may include, but is not limited to: A situation for which the individual is not properly trained or experienced; A situation for which the individual is not equipped (i.e. safety or personal protective equipment); A situation where the individual believes that proper procedures and work practices are not being followed; A hazard that is not typical to the individual s work activities or job; A worker unfit for work due to the influence of alcohol or illegal or mind-altering substances; A danger that would normally stop work in the affected area; A situation where the environment may be adversely affected and regulatory authorities would be involved; and/or A situation which may result in equipment / property damage. Any stop work situations are to be reported immediately to the Sodexo Contact. The Sodexo Contact is to be advised of the risk, the corrective action and when the situation is resolved. Worksite Inspections Sodexo requires all contractor worksites to be inspected by the contractor. From time to time, or as required, Sodexo employees may also conduct inspections. At all times, authorities having jurisdiction have the ability to conduct inspections or work areas. The frequency and type of inspections conducted will be commensurate with the level of risk identified in the risk assessment. On demobilization of a job, Sodexo will conduct an inspection of the work area with the contractor to ensure that new hazards do not exist. Communications Prior to commencing work the contractor and Sodexo Contact should review all site communication procedures, including incident reporting, notifications and questions related to the work. The Sodexo Contact and contractor should review plans for mobilization and demobilization, as well as ongoing management of the work. For large or complex projects it is recommended that weekly or bi-weekly project meetings be held with all stakeholders to discuss all project issues including site safety. Contractors who are on site for more than seven consecutive days are to conduct regular safety meetings (one (1) meeting per week on-site). These are to be attended by all workers and documented. A copy of Safety Guidelines Page 4 of 7
attendance and topics covered during the meeting is to be made available to Sodexo on request. Sodexo reserves the right to attend these meetings with prior notice provided to the contractor. Housekeeping Contractors will keep the job site clean and orderly at all times. The contractor shall regularly clean up and dispose of waste material and debris generated in connection with the work. Waste and debris disposal is to be completed off-site and is the responsibility of the contractor unless prior arrangements are made with the Unit Team. On completion of the work, Sodexo will work with the contractor to ensure that the work area is in a clean and orderly state. Hygiene Where access into food service areas is required, food safety standards will apply. This includes, but is not limited to, washing hands upon entering into the kitchen and before leaving the washroom. Personal food and drinks are not permitted in food handling and kitchen areas. Jewelry restrictions will apply, in accordance with HACCP procedures. Hair must be suitably restrained in accordance with HACCP procedures. Protection of the Environment Contractors will be knowledgeable of and comply with all environmental laws, rules and regulations for materials and work under their control. Contractors will not dump, release or otherwise discharge or dispose of any such material, unless they have the necessary permits and authorization from the necessary authorities having jurisdiction. Any event that results in an uncontrolled, unplanned or accidental release of a substance into the environment; or a substance that will, or is known to, cause environmental damage will be considered an environmental incident. Any environmental incidents must be reported to the Sodexo Contact immediately. Work Area Protection All work areas must be clearly barricaded and identified. Contractors are responsible for providing signs, cones, plastic sheets, guardrails, lighting, hoarding and other materials to create an effective barricade to isolate the work environment from facility occupants and to prevent unauthorized access. Contractors must work in a manner that does not create a disruption to the normal course of business. Any activity that produces noise, dust, odors, affects lighting or other facility environment conditions must be approved by the Sodexo Contact prior to commencement of work. Equipment and Materials All equipment and materials used for a task will be compliant with relevant regulations and site specific requirements. Where applicable, equipment should conform to CSA or ANSI standards. Contractors are responsible for the availability of documentation, training requirements, regular equipment inspections, storage requirements and use of the equipment or material. Contractors are responsible to provide, and ensure safe operation of, their own tools, equipment and vehicles. No contractor is permitted to operate any piece of equipment that is under the control of Sodexo without prior approval. Mobile Equipment and Vehicles All contractors operating motor vehicles must have and maintain a valid driver s license. Contractors must be aware of and be in compliance with all traffic rules, including those established by sites. No contractor is permitted to operate a Sodexo vehicle unless they have completed the Sodexo Driver Safety Guidelines Page 5 of 7
Awareness program. All contractors operating industrial powered vehicles must be trained and licensed or certified in the operation of the particular equipment to be used. If a contractor will be using industrial powered equipment (forklift, cleaning equipment etc), they must first check with their Sodexo Contact regarding authorization of use and area specific safety requirements. Personal Protective Equipment Contractors are responsible for verifying that their employees are provided with and trained on proper use of the appropriate and approved personal protective equipment. All PPE must meet CSA or ANSI standards where applicable. Where fit testing is required by the authorities having jurisdiction, it is the responsibility of the contractor to complete. The Sodexo Contact will inform contractors of specific PPE requirements within the designated work area. Chemical All contractors engaged by Sodexo are expected to fully understand and comply with WHMIS/GHS regulations. All contractors must provide and maintain SDS s for all controlled products or chemicals which they will be storing and using at the work location. No chemical is permitted on site without prior approval, the Sodexo Contact will advise of any site specific approval processes. Potential Facility Environmental Hazards Due to the age of many of the buildings in which contractors may be engaged to work, there is the potential to be exposed to hazardous material. Hazardous material encountered may include: Silica Asbestos Lead-based paint PCBs Mercury Ozone depleting substances Sodexo Contact and the contractor will discuss and identify any risks associated to hazardous materials which may be encountered during the task during scope review. Specific plans, notifications and risk mitigation methods may be required and guidance shall be sought from the Unit Team. In certain cases, especially when dealing with asbestos, notification may need to be given to relevant government departments. 2. High Risk Work High Risk Activities Certain activities are considered High Risk on Sodexo managed sites. These activities demand an increased level of management to control the associated hazards. Activities listed below will constitute High Risk work and may be subject to additional site specific controls. Work Involving Fire and Life Safety Equipment Any requirements to disable, to block means of egress, or access to fire, life or other safety equipment must first be approved by the Sodexo Contact as identified in the applicable Permit to Work. In the event that Fire or Life Safety equipment must be disabled, even temporarily, during the course of work prior coordination must occur with the Sodexo Contact. It is the responsibility of the contractor to provide Fire Watch as required by applicable regulations or site specific requirements. Safety Guidelines Page 6 of 7
Energy Isolation and Electrical Safety All contractors performing energy isolation will submit their process to the Sodexo Contact for review, prior to commencing any work. Energy isolation processes must apply to all energy sources i.e. compressed air, hydraulics, steam, gravity, electricity, pipelines and vessels. Contractors must not work on any level of voltage electrical equipment unless qualified. It is the responsibility of the contractor to ensure that all temporary hook-up and connections to sources including, but not limited to electricity, natural gas, propane and water are: Identified and isolated to prevent accidental injury or damage; Connected to or in accordance with the required specifications or codes; Communicated to all personnel; and In use for a minimum period of time only. Working at heights All contractors performing work at heights in excess of 2.0m (~6.5 ) will submit their process including rescue plan to the Sodexo Contact for review prior to commencing any work. All equipment for use of working at heights including fall protection, fall arrest, scaffolding, work platforms, hoists, cranes and other lifting equipment must conform to governing legislation. Hot Work All contractors performing Hot Work including cutting, grinding welding or other tasks that may generate heat, sparks or flame will submit their process including Fire Watch plans to the Sodexo Contact for review prior to commencing any work. Where a fire watch is required, the contractor must provide competent personnel. The persons performing the fire watch cannot perform any other tasks other than monitoring for fires for the duration required. Confined Space All contractors performing work in confined spaces (as defined either by authorities having jurisdiction or the site) will submit their process including rescue plan to the Sodexo Contact for review prior to commencing any work. Trenching and Excavation All contractors performing work involving trenching and excavation will submit their process to the Sodexo Contact for review prior to commencing any work. The contractor is responsible to obtain all utility location information prior to commencing work. Hazardous Materials All contractors performing work involving hazardous materials (i.e. asbestos, lead, mercury, PCBs, ozone depleting substances, silica, etc.) will submit their process to the Sodexo Contact for review prior to arriving on site. The contractor is responsible for any notifications to the authorities having jurisdiction as may be required by the work. It will be the contractor s responsibility for ongoing environmental monitoring, including indoor air quality clearance samples as required. END OF DOCUMENT Safety Guidelines Page 7 of 7