Introduction ........................................................................................................................................ 3

Contract conditions ............................................................................................................................ 3

Approved contractor application process ........................................................................................... 3

Responsibilities ................................................................................................................................... 4

Southland District Council ................................................................................................................................ 4

Contractors ........................................................................................................................................................... 4

Council engaging supervisors (CES) ................................................................................................................ 5

Reporting for work and emergency response..................................................................................... 5

Contractors working in staffed Southland District Council facilities .......................................................... 5

Contractors working away from staffed Southland District Council facilities ........................................... 5

Hazard identification and site specific safety plans ........................................................................... 6

General hazards .................................................................................................................................. 6

Reporting of accidents, near miss incidents and notifiable events .................................................... 9

Notifiable events ................................................................................................................................................. 9

All other accidents or near misses .................................................................................................................... 9

Monitoring and performance............................................................................................................ 10

Public safety requirements ............................................................................................................... 10

Environmental protection ................................................................................................................. 10

Insurance .......................................................................................................................................... 11

Non-compliance ............................................................................................................................... 11

21/08/2014 Drafted 0

01/03/2015 Issued 1

24/05/2016 Reviewed and updated 2

27/11/2018 Reviewed and updated to new style format 3

11/06/2020 Reviewed and updated to reflect new health and safety management system and reporting timelines/expectations

4

This handbook provides contractors and subcontractors of the Southland District Council with an outline

of the basic health and safety requirements for operating a safe work site. All contractors must be health

and safety approved prior to the commencement of any work. This involves providing Council with their

health and safety documentation to provide an overview of their understanding and compliance with the

Health and Safety at Work Act 2015 (HSWA).

Southland District Council’s aim is to maintain and develop an effective working relationship with

contractors to ensure the health, safety and wellbeing of those working on, and in vicinity of Council

managed sites. This process is not a guarantee of work, however it does provide the contractors with an

advantage in the selection process because they have already met Council’s prerequisite health and safety

expectations.

If you have any queries please talk to a Southland District Council contact person who has been assigned

to you, or use the contact details on the back page of this document to contact us.

We welcome any feedback that can help us to work towards a safer and healthier workplace.

The awarding of contracts by Southland District Council is determined not only on the criteria of price

and technical ability, but also on the current ability of those tendering to carry out planned work safely and

without health risk or harm.

No company shall enter into a contract arrangement, or commence any work with Southland District

Council without first having provided sufficient information and documentation to assure Southland

District Council that there are satisfactory health and safety systems in place.

Failure to provide sufficient information may result in contractors being removed or excluded from

Southland District Council’s tender process and result in exclusion from providing services to Southland

District Council.

Southland District Council is committed to the health and safety of the public, our employees and

contractors. Council must ensure it meets its obligations in regards to the relevant health and safety

legislation and also that any organisation or contractor working on or in the vicinity of council managed

sites is doing the same.

Southland District Council has an approved health and safety contractor list. To be included on this list

contractors must provide Council with health and safety documentation and/or return the applicable

forms to demonstrate understanding and compliance with current health and safety regulations.

The approval process is not a guarantee of work, however it may provide the contractor with an advantage

in the selection process because they have already met Council's prerequisite health and safety

expectations. A contractor's approval status is typically valid for two years (subject to their health and

safety performance).

The application forms and information on how to become health and safety approved are available at the

health and safety information page on the Southland District Council website:

https://www.southlanddc.govt.nz/my-council-/health-and-safety/ .

Contractors are asked to include documents or evidence to support their application.

Application assessment will be undertaken either by direct application or at the time a contractor submits a

tender by the health safety and wellbeing advisor. The council engaging supervisor (CES) wishing to

engage the contractors will conduct the general health and safety induction.

✓ Taking all practicable steps to ensure contractors, subcontractors or their employees are not harmed

while undertaking any work the contractor is being engaged to complete.

✓ Ensuring council employees are not harmed as a result of work undertaken in the workplace by

contractors.

✓ Ensuring that contractors are informed of any known hazards and that controls are in place to

prevent harm.

✓ Ensuring contractors are trained to do the work and/or provided with competent supervision.

✓ Ensuring that any plant is designed, manufactured and maintained for safe use.

✓ Developing and communicating emergency response procedures for buildings occupied by council

employees.

✓ Ensuring contractor requirements are maintained and fulfilled by monitoring and evaluating health

and safety performance and compliance with health and safety best practice guides, standards and

regulations.

✓ Complying with and understanding their obligations to themselves and others under the current

Health and Safety Legislation and any other regulations, relevant legislation, guidelines and approved

codes of practice.

✓ Keeping the work area safe and secure and following the site safety plan.

✓ Being trained to undertake the work required and being adequately supervised (or providing

adequate supervision)

✓ Undertake only the tasks they have been requested to do and in accordance with any local health

and safety expectations, alerting their site contact without delay, should any health and safety issues

or concerns become apparent.

✓ Participating in any meetings so that health and safety information can be exchanged and discussed,

and ensure that all parties are kept up to date with current arrangements and can work collectively to

manage any identified risks.

✓ Requesting any necessary permits or specific approval for high risk activities and working in

accordance with controls in those documents.

✓ Being aware of the hazards and following the required controls, including the correct use of personal

protective equipment (PPE)

✓ Not working while under the influence of drugs and/or alcohol

✓ Reporting incidents/near misses within the prescribed timeframes.

✓ Ensuring that all contractors working on a job or project under their control have received an

appropriate induction.

✓ Regularly communicating and/or consulting with contractors and suppliers to ensure all parties are

kept up to date with known risks and controls and are aware of their respective responsibilities.

✓ Monitoring contractor performance by undertaking periodic verification of safe working practices

and expectations.

✓ Facilitating relevant communication and consultation forums with contractors and suppliers so as to

ensure that overlapping health and safety duties and obligations are clear and agreed.

✓ Addressing any non-conformances with health and safety expectations, including if necessary,

removal of contractor or supplier from site and completing relevant performance documentation to

that effect.

The contractors must ensure that all subcontractors are aware of any relevant emergency response plans

that apply to the contract and have these noted in the site specific safety plan (SSSP).

All contractors and subcontractors must ensure that they sign in and out at the Council reception desk

daily. Contractors must also know who the council engaging supervisor (CES) is that they are working

for. The CES shall inform the contractors of any emergency and evacuation procedures. Normally this is

done as part of induction.

The contractors should advise the CES, prior to the commencement of work, if the work they are doing

could create an emergency not covered by the normal procedures and ensure that Council employees who

may be affected are informed about what to do if the situation arises.

If the work undertaken is at a site not controlled by Southland District Council the contracted site

controller must be aware of all contractors who are present and the scope of work.

The contractor must have procedures in place to deal with emergency situations that may arise in the

course of work. Employees of contractors and subcontractors and the council engaging supervisor (CES)

must know the procedures.

The procedures must be practiced regularly. The contractor must have adequate first aid facilities, first aid

supplies, and qualified first aiders.

Contractors will comply with the Health and Safety at Work Act 2015 and subsequent regulations. Prior to

commencing work the council engaging supervisor (CES) will ensure that the contractors are aware of

identified hazards that may be faced in the area and the controls in place for preventing harm.

A site specific safety plan (SSSP) must be completed for all tasks to demonstrate that hazards have been

identified and managed. For high-risk tasks, contractors and subcontractors are required to submit a

comprehensive safety plan, have all appropriate training and certification of both people and resources and

to carry out the work safely.

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WorkSafe New Zealand requires that contractors notify them as soon as possible by phone and provide a

written notice of the circumstances within seven days.

Contractors must notify the council engaging supervisor (CES) and/or the council health safety and

wellbeing advisor verbally within one hour and in writing within 48 hours. A full written investigation

report must be supplied to council within seven days.

The scene of a notifiable incident, injury or illness must not be disturbed until permission to do so have

been obtained from WorkSafe New Zealand, except to render aid and prevent further harm to people or

property.

To be reported in writing to the CES and/or the council health safety and wellbeing advisor within 48

hours or as required in contract documentation or agreement with the council engaging supervisor.

Near misses that could have caused serious harm are to be reported to the CES and/or the council health

safety and wellbeing advisor verbally within one hour and in writing within 48 hours. A full written

investigation report must be supplied to council within seven days.

The health safety wellbeing advisor may also open an investigation in to the incident on behalf Southland

District Council.

Southland District Council has a legal responsibility to monitor contractors’ health and safety

performance. Contractors shall be assessed for their health and safety performance both during and at the

conclusion of the contract. Regular and random checking of contractors may be carried out.

Council has the right to suspend work at the contractors’ expense where Council is not satisfied that all

practicable steps are being taken to ensure the health and safety of employees and others in connection

with the contract. Where repeated serious breaches of contract are identified, Southland District Council

shall have the discretion to terminate the contract.

The required public safety measures, signs and warning systems defined in relevant legislation, codes of

practice and/or Council instructions must be used.

As part of Southland District Councils process to become an approved contractor at any level, please

indicate if your activity requires you to work within the Southland District Council’s roading corridor upon

application. If the answer is yes, please provide evidence that you can meet the requirements of CoPTTM

and relevant qualifications. Southland District Council has adopted this code of practice as the minimum

standard required to work within its corridor.

If this standard cannot be achieved then Southland District Council and the Contractor applying cannot

meet their obligations under the HSWA 2015 and your application for health and safety approved

contractor status will be declined.

Contractors shall ensure that people are adequately warned by way of signs, barriers and/or other means

where the work is likely to present potential hazards.

Where hazards may affect other people within the vicinity, contactors in control of the work site or area

must take all practicable steps to ensure no hazard harms them. Visitors and people in the vicinity must

be notified of any significant hazards so that they may vacate the area, or equip themselves with the

correct protective gear.

Contractors have the right (and a responsibility) to instruct people not suitably protected to leave the area

while the hazard is present.

Protecting Southland’s environment is a key function of Southland District Council and is also a

requirement under the Resource Management Act. Accidents often impact the environment and it is the

responsibility of any contractors to ensure safe practices are maintained to prevent and/or minimise any

environmental impact.

The contractor must indemnify the Southland District Council against:

• Any loss suffered by the Council, which may arise out of or in consequence of this contract.

• Any liability incurred by the Council in respect of injuries of persons or damage to property, which

may arise out of or in consequence of this contract.

• Any costs Southland District Council may incur in respect of that loss or liability.

Note: Insurance cover must remain in place for the duration of the contract and copies of the policy will

be retained. Council reserves the right to check the status of cover during the contract.

If the contractors do not comply with any of the requirements, Southland District Council shall undertake

the following:

• Consider the need for immediate actions to prevent harm and reduce risk.

• Immediately advise the contractors’ senior employee member on site of the problem.

• If the issue is minor the contractors will be issued with a written instruction to comply.

• If the issue could lead to serious harm the CES and Council health safety and wellbeing advisor (if

required) shall undertake a formal health and safety audit of the entire site. Once the audit is

complete the contractors will be instructed to rectify outstanding issues within a specified timeframe.

The timeframe will depend on the risk. A copy of the health and safety audit will be sent to the

contractors and copies to the contract file.

The CES will check that corrective action has been taken and is effective. If the action is effective, the

matter is concluded. If the action has not been effectively implemented Council may:

• Issue a verbal instruction (followed by letter or email) to the Manager or CEO of the contracting firm

advising the specific issues that require immediate attention, and that an instruction will be given to

shut the site forthwith, if the issues are not resolved within a short timeframe.

• Remain on site until the issue is resolved, or the site closed