SERVICE PROVIDER OCCUPATIONAL HEALTH & SAFETY · PDF fileRisk Assessment / Job Safety Analysis...

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Approved by Manager Corporate Services Last Updated July 2016

Owner/Custodian Manager Corporate Services Replaces 1.2

Date of First Issue May 2015 Review Date May 2017

Version 1.3 Review Trigger OHS Act (Vic) 2004

Search terms Service provider, contractor, OHS, induction, handbook Reference: CMA MANUAL

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SERVICE PROVIDER

OCCUPATIONAL HEALTH & SAFETY

HANDBOOK

For consultants, contractors, sub-contractors and their

employees

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Contents

Purpose of Handbook ........................................................................................................................................ 3

Disclaimer .......................................................................................................................................................... 3

1. Introduction .......................................................................................................................................... 3

2. Health and Safety Policy .................................................................................................................... 4

3. Health and Safety Breaches ............................................................................................................. 4

4. Consultation and Communication .................................................................................................... 5

5. Inspections ........................................................................................................................................... 5

6. Risk Assessment / Job Safety Analysis (JSA) ............................................................................... 5

7. Licences / Certificate Required ......................................................................................................... 5

8. Permits to Work and Location of Services ...................................................................................... 6

9. Incident, Near Miss, Hazard Reporting and Investigation ............................................................ 6

General OHS Expectations ................................................................................................................................. 7

10. Behaviour on Site ................................................................................................................................ 7

11. Drugs and Alcohol .............................................................................................................................. 7

12. Workplace Harassment, Discrimination and Bullying.................................................................... 8

13. Health and Hygiene ............................................................................................................................ 8

14. Plant, Equipment And Tools .............................................................................................................. 9

15. Chemical Management ...................................................................................................................... 9

16. Minimum Standards for Personal Protective Equipment (PPE) .................................................. 9

17. Emergency Management and First Aid ......................................................................................... 10

18. Safety Signage .................................................................................................................................. 10

19. Fire Hazard ........................................................................................................................................ 10

20. Public Safety Including Barricades and Fencing.......................................................................... 11

21. Un-Authorised Persons .................................................................................................................... 11

22. Traffic Management .......................................................................................................................... 11

23. Working Alone ................................................................................................................................... 12

24. Manual Handling ............................................................................................................................... 12

25. Environment ....................................................................................................................................... 12

26. Needles and Syringes ...................................................................................................................... 12

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Purpose of Handbook The handbook defines Mallee Catchment Management Authority (Mallee CMA) requirements of service

provider companies, contract company employees and their sub-contractors who are performing work on its

behalf. To ensure the highest safety, health and environmental standards exist for service providers and their

employees, the following summary of safety, health and environmental provisions will apply in total or in part

to any contract work undertaken on behalf of the MCMA.

The handbook is designed to be applicable to all service providers used by the Mallee CMA. As such there

may be sections of this handbook that are not relevant to all service providers. If you are in doubt about

which sections are relevant to you, seek advice from your Project Manager.

All service providers must indicate acceptance of these conditions and give a commitment to meeting and

maintain these provisions before work can proceed.

IT IS IMPORTANT THAT THE INFORMATION IN THE HANDBOOK IS READ PRIOR TO SUBMITTING A

TENDER OR QUOTE TO MALLEE CMA AND THAT THE HEALTH, SAFETY REQUIREMENTS ARE

IMPLEMENTED PRIOR TO COMMENCEMENT OF ANY WORK.

Note: A service provider is a consultant, contractor, sub-contractor and their employees

engaged by the Mallee CMA through the purchasing and procurement process to

provide a service.

All references to a ‘service provider’ in this handbook include a service provider’s employees

and sub-contractors without exception.

For the purpose of this handbook, Project Manager refers to the Mallee CMA employee

representative who is responsible for the contract of work being performed.

Disclaimer The Mallee CMA has prepared this handbook in order to assist service providers to work safely when

carrying out work on behalf of the Authority and abide by Mallee CMA’s requirements relating to people,

property and the environment.

Nothing in this handbook may be construed as implying or suggesting that the service provider is in anyway

released or absolved from fully complying with all its statutory obligations of common law by virtue of Mallee

CMA having provided this handbook to the service provider.

Every effort has been made to explain the local site rules and obligations of service providers and their

employees working for the Authority. However, responsibility to understand and observe relevant legislation

and other legal obligations remains with the service provider at all times.

1. Introduction The Mallee CMA is committed to providing a safe working environment for all its employees including service

providers.

The Mallee CMA expects all service providers to:

Give the highest priority to workplace health and safety;

Be aware of their Workplace health and safety responsibilities and obligations;

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Comply with all legal requirements, including risk assessment, licensing, and certificates;

Ensure environmental impacts are avoided or minimised. Identify at risk behaviour and non-

compliance early and rectify;

Ensure plant, equipment and tools are fit for purpose and are serviced and maintained;

Keep a clean and tidy workplace and ensure all housekeeping issues are dealt with;

Ensure all incidents, unsafe acts and hazards are reported and corrective actions are completed

promptly.

Before service providers start work they must be deemed compliant by the Mallee CMA Safety Officer and

have completed the Contractor Safety Management Plan. They must:

Complete a site specific hazard assessment;

Provide evidence of licences, insurances, plant registrations and/or any other documents required;

Complete the OHS Management systems questionnaire, providing accompanying evidence to

demonstrate compliance.

2. Health and Safety Policy The Mallee CMA values the health, safety and wellbeing of all employees, service providers and visitors and

is committed to providing a safe working environment for all. We aim to prevent incidents and injuries from

occurring through a proactive culture of managing safety.

Everyone working for the Mallee CMA is obliged to take reasonable care to:

Ensure their own health and safety;

Avoid risking the health and safety of any other person;

Use appropriate personal protective equipment;

Ensure their work area is safe for themselves and others;

Practice good housekeeping to minimise risk for employees and the environment.

3. Health and Safety Breaches The Mallee CMA treats instances of health, safety and environmental breaches very seriously.

Should any Mallee CMA employee observe any service provider acting in an unsafe manner, the Mallee

CMA Project Manager will be advised, the incident recorded and the service provider notified and instructed

to take immediate corrective actions.

The following applies:

If repeated health and safety breaches by the service provider are observed; or

If the Mallee CMA considers that the service provider is generally undertaking any part of the work

in an unsafe manner; or

If the service provider disregards any instruction to take prompt action to cease any unsafe work

practices or fails to eliminate any safety hazard.

This will be viewed by the Mallee CMA as a fundamental breach of the service provider’s obligations. The

safety non-conformance will be reported to the Unit Manager and/or the CEO for action.

Specific examples of health and safety breaches include (but are not limited to):

Failure to wear suitable personal protective equipment as identified in the site risk assessment;

Working under the influence of alcohol or drugs;

Incorrect management and use of hazardous materials including disposal;

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Inappropriate use of plant and/or equipment;

Inappropriate or inadequate barricades to protect persons on the work site or general community

members.

Where there is non-compliance, the service provider may be instructed to leave the site until the issue(s) are

resolved.

4. Consultation and Communication In accordance with the Victorian Occupational Health and Safety (OHS) regulations, service providers must

communicate and consult with their employees. This may include toolbox meetings, pre-start meetings and

formal health and safety committees.

Records of discussions and agreed courses of action between all parties need to be kept to demonstrate

compliance and are a useful record to show what

topics/training have been delivered and discussed.

These must be made available to the Mallee CMA

on request.

5. Inspections Service providers shall routinely inspect their

workplaces to reassess site risks and ensure they

are free from uncontrolled hazards and their own

OH&S procedures are being followed. Records of

these inspections are to be made available to

Mallee CMA on request. Mallee CMA Project

Managers will conduct visits to monitor delivery of

services and performance.

6. Risk Assessment / Job Safety Analysis (JSA) Service providers are required to provide risk assessments and JSAs for all works/activities to be

undertaken. The workforce needs to be familiar with the risk assessments and JSAs at the worksite and

have signed off the necessary paperwork before the commencement of activities.

Sub-contractors (if applicable) are also required to have their own risk assessments and JSAs or have

signed off on the service provider’s documentation as part of the activities they are undertaking.

Risk methodology used by the service provider needs to be in line with a recognised standard i.e. AS/NZS

ISO 31000:2009 Risk Management.

7. Licences / Certificate Required As part of the Mallee CMA compliance process all applicable licences and certificates will have been sighted

and copies given to the Mallee CMA for reference. It is the service provider’s responsibility to ensure that

the relevant licences and certificates are up to date to undertake the agreed work activities.

It is the service provider’s responsibility to ensure that the Mallee CMA Project Manager is made aware of

any non-conformances and any outdated documents.

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8. Permits to Work and Location of Services The service provider is to ensure at all times that the relevant permits to work are current and have been

sighted by the Mallee CMA Project Manager.

Permits could include but not be limited to:

hot work;

confined spaces;

working in and around power lines;

working on the road side corridor;

Research permits issued under the Parks

Act to undertake works in Victorian

National Parks.

The permits should be kept at the work site at all

times so that they can be used as reference

material and information source.

The location of all services needs to be identified by the service provider prior to commencement of works.

Records of all searches (e.g. Power, telecom, electrical, gas, optic cable, water services) must be kept and

made available to Mallee CMA on request. This type of information also is to be recorded on the relevant risk

assessment and/or JSA.

9. Incident, Near Miss, Hazard Reporting and Investigation The service provider must report to Mallee CMA all hazards and incidents that occur on site. These may

include medical treatment, lost time injuries/ near miss incidents, plant and equipment failure, chemical spills,

environmental disturbance or pollution, and reportable dangerous occurrences. The Mallee CMA Project

Manager and Safety Officer must be notified within 24 hours of incidents that result in injury or medical

treatment.

The service provider shall promptly investigate and attend to any legal requirements in respect to such injury

or damage. All such incidents will be investigated jointly by the Authority and the service provider (if

required). The Mallee CMA Quality and Safety Report (CMA 129 FORM) is to be completed as soon as

possible and before the end of the working day on which the incident occurred.

The service provider must co-operate with any Mallee CMA investigation and provide information as

requested.

Legislative requirements for reporting of incidents to statutory authorities e.g. WorkSafe, shall be observed at

all times by the service provider (in conjunction with Mallee CMA).

The urgency of any task must not be allowed to over-ride safety and environmental considerations. The

service provider must act responsibly and keep Mallee CMA informed of work planning, safety requirements

and environmental implications of their work.

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General OHS Expectations

10. Behaviour on Site

During any work on site all service providers are to ensure the least amount of disruption to the environment

and local community. Any offensive behaviour will not be tolerated. This includes:

all behaviour and language that reinforces inappropriate, demeaning or discriminatory attitudes or

assumptions about person based on age, race, sex, disability, sexual orientation, or marital status;

and

behaviour such as whistling, unsolicited remarks of a sexual nature and swearing.

Noise near buildings should be kept as low as possible and loud radios and other music are not permitted.

Respectful and professional language is to be used over Ultra High Frequency (UHF) radios, as well as

appropriate use of UHF channels.

In built up areas, the ‘tools down’ requirements should be observed in accordance with council noise

restriction.

11. Drugs and Alcohol

The Mallee CMA Alcohol and Drug Policy mainly focus on the abuse of illicit drugs and alcohol, you need to

be aware that the taking of, or failure to take some prescribed medication, may also affect the safety of

yourself and others.

Using, selling, purchasing, transferring, possessing, manufacturing, or storing an illegal drug or drug

paraphernalia, or attempting or assisting another to do so, whilst in the course of employment, in the

workplace, or in vehicles is prohibited.

As a supervisor you are responsible for reminding your employees that the Mallee CMA will not tolerate

persons under the influence of drugs or alcohol on Mallee CMA work sites.

If you are required to take medication that has the potential to influence their cognitive abilities you should

inform your Manager or Line Manager

Being under the influence of alcohol or illegal drugs in the workplace is prohibited. The unauthorized use or

possession of prescription drugs or over-the-counter drugs is prohibited.

Hazards of using Drugs and Alcohol

The operation of equipment and machinery under the impairment of drugs and/or alcohol is an occupational

health and safety risk.

Operation of a vehicle, under the influence of alcohol or drugs, is both illegal under state law and dangerous

to the employee and other road users.

Beware of the effects of the night before!

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12. Workplace Harassment, Discrimination and Bullying

In Victoria, sexual harassment is against the law in a variety of contexts, including employment and

workplaces. Under the Equal Opportunity Act 2010, employers have a positive duty to take reasonable and

proportionate measures to eliminate discrimination, sexual harassment and victimisation as far as possible.

Employers are legally responsible for acts of discrimination, bullying, sexual harassment, victimisation and

racial and religious vilification by their employees or agents that occur in the workplace or in connection with

a person’s employment, unless they can show they have taken reasonable precautions to prevent such acts.

The Equal Opportunity Act 2010 applies to employers of all sizes, and covers all types of workers – including

full-time, part-time and casual employees, agents and contract workers, and trainees and apprentices. It

applies to all stages of employment, including recruitment, returning to work after injury, illness or pregnancy,

dismissal and retrenchment

13. Health and Hygiene The service provider shall have as part of their OHS Management System procedures to ensure that

personnel health and hygiene requirements are met as per the relevant legislative requirements.

Health risks that may need to be considered include, but are not limited to:

Noise;

UV radiation;

Manual handling;

Biological hazards;

Fitness for work;

Dust;

Chemical exposure

Heat / Cold exposure

The service provider will need to ensure that there are systems in place to adequately manage the hazards

that are identified.

Service providers are to provide adequate and hygienic amenities for onsite workers including

subcontractors. This includes but is not limited to providing and maintaining toilet and washing facilities,

shelter, storage areas, eating areas and drinking water.

As well as leading to long term health problems, fatigue can affect a person’s capacity for working safely and

making sound judgments. Where fatigue has been identified as a hazard through the risk assessment

process, a fatigue management plan shall be implemented.

Service providers are to take into consideration the risk associated with working in various climatic

conditions. Heat illness, dehydration and ultra violet (UV) exposure are some of the hazards. The Mallee

CMA policy is that field work should cease when the temperature is >39o. If possible, work schedules should

be structured to take advantage of the cooler times of the day.

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14. Plant, Equipment And Tools Any plant, equipment and tooling used by the service

provider should be fit for purpose and be in good

condition. The relevant servicing and maintenance

schedules and practices shall be observed and any

statutory inspections completed. Records should be

made available to Mallee CMA Project

Manager/Representative.

Plant and equipment requiring a licence will only be

operated by a current licenced operator and the pre-

start documentation completed before use of the plant

and equipment.

15. Chemical Management All chemical substances are to be appropriately handled and stored to prevent spillage.

Material Safety Data Sheets must be held on site for all chemicals being used. Any chemicals used should

be the least hazardous available to complete the task. All chemical substances are to be appropriately

handled and stored to prevent spillage, and must be suitably labelled.

Any servicing of equipment, fuelling, oil changes are to be conducted in such a way that there is no spillage

on ground. If regulations require spill kits, they need to be appropriately located and correctly stocked.

All chemical waste must be removed from the worksite and disposed of correctly in accordance with

Environment Protection Authority (EPA) requirements.

16. Minimum Standards for Personal Protective Equipment (PPE)

The Mallee CMA minimum standard of dress for work outdoors is long sleeved shirt, long pant/trousers,

boots applicable to task (safety/hiking) and a broad brimmed hat.

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The service provider will ensure that personnel exposed to a hazard have the required PPE to ensure that

exposure is controlled (e.g. sunscreen, gloves, hard hat, sun hat, high visibility attire, hearing protection, dust

mask, snake gaiters or other PPE as required).

The risk assessment, JSA and Safe Work Procedures will assist in ensuring that the correct PPE is worn by

personnel when undertaking work activities.

The service provider is required to supply their personnel with PPE that meets the relevant Australian

standards (as required).

17. Emergency Management and First Aid Service providers are responsible for the emergency and first aid needs of their employees. Each contracting

company shall ensure emergency equipment and first aid amenities are available and maintained in each of

the worksites under their control. The number and type of first aid kits and first aid trained persons will

depend on the number of staff and the level of risk posed by the work activities.

Emergency management procedures and equipment will need to be established for all types of foreseeable

emergencies with service providers. Any emergency equipment will need to be maintained (e.g. fire

extinguishers).

18. Safety Signage Safety signs play an important role in keeping people safe in the

workplace through raising awareness and highlighting potentially

dangerous situations or activities. Service providers will be

responsible for ensuring the appropriate signs are displayed at their

work sites.

Where practicable the responsible service provider will ensure

safety signage is:

located where the messages are legible, attract attention and are clearly visible to all concerned;

meets relevant legislation, standards and requirements;

located to eliminate or minimise the risk of the sign becoming obscured;

installed as close as practicable to an observers line of sight; and

does not create a hazard when installed.

19. Fire Hazard When planning field work the risk assessment must take into consideration the risk and hazards associated

with fires. When compiling risk assessments, service providers planning field work are to determine the Fire

Danger Index and any Fire Bans for the proposed day of the work and how these conditions will affect the

work. This data is available on the following websites:

Bureau of Meteorology;

Country Fire Authority; or

Department of Environment, Land, Water and Planning (DELWP) FireWeb.

This information can also be obtained from Mallee CMA Project Manager.

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20. Public Safety Including Barricades and Fencing Service Providers will exercise all due care for the health and safety of members of the public. This

requirement includes full compliance with all relevant legislation, codes of practice and/or Australian

standards.

Particular care must be taken to check and secure any barricades and fences whenever service providers

leave the work area.

Service providers will ensure:

All materials, equipment, plant and

tools are safely stored so as not to

present a public hazard;

Appropriate guards, barriers, and

notifications are in place to ensure

risks to the public are controlled to

an acceptable level;

All machinery is left in a safe

condition so as to not present a

public hazard;

No trenches or openings are left

unattended and adequate

measures put it place to prevent

unauthorised access to the work

site.

21. Un-Authorised Persons The following steps are to be taken should the project site be entered by unauthorised persons:

1. All work is to cease immediately.

2. The person or persons are to be asked the nature of their business and politely asked to leave the

worksite for OHS reasons.

3. If the person/s refuses to leave, the site manager is to explain that should they refuse to leave the

site the police will be notified.

4. Should the unauthorised person still refuse to leave, the site manager is to contact the local police

station for assistance. The Police have the authority to physically remove the person from the site if

required.

5. At no stage should the service provider attempt to physically remove un-authorised persons from the

site and at all times behave in a manner as not to exacerbate the situation.

6. Work on the site is not to re-commence until the site is clear of any unauthorised personnel and any

disruption has ceased. To avoid further consequences (such as accidents) from the disturbance,

staff should be provided with the opportunity to refocus on the task at hand.

The incident is to be reported to the Mallee CMA Project Manager as soon as possible by the service

provider representative on site.

22. Traffic Management The service provider shall ensure appropriate management of traffic movement is in place. Where there is

the potential to impact public traffic the service provider shall obtain the appropriate approvals from Vic

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Roads or the relevant local government agency. Traffic management plans and associated permits must be

onsite for the duration of works and available for inspection at all times.

23. Working Alone Where possible, service providers should ensure that employees do not

work alone in isolated areas. If a worker needs to perform duties in

isolation, the service provider shall provide a means of communication and

establish a way of contacting the employee regularly to ensure their

wellbeing.

24. Manual Handling Service Providers shall identify, assess and control the risks associated

with manual handling. Manual handling control measures may include task

modification, mechanical handling devices or rotation of employees.

Controls for manual handling risks should be in accordance with WorkSafe

Code of Practice –Manual Handling.

25. Environment Service providers are responsible for managing environmental risks, including minimising damage to flora,

fauna and cultural heritage sites, and managing weed control as per any required management plans. All

legislative requirements and permit conditions are to be strictly adhered to.

No removal or disturbance of vegetation, wildlife or cultural heritage may occur without approval from Mallee

CMA along with all necessary permits. Areas that are deemed no-go zones may not be used in any way,

including for storage or stockpiling of materials or equipment.

All waste must be appropriately contained (e.g. in bins) at all times and disposed of in accordance with EPA

requirements. The waste management hierarchy (avoid, reuse, recycle) should be applied. Unless otherwise

agreed, the service provider is responsible for collection and disposal of wastes to an appropriate off site

facilities. Sites are to be reinstated to their previous condition and to the satisfaction of the Mallee CMA and

the relevant land owners/managers.

Any environmental damage is to be repaired at the service providers cost.

26. Needles and Syringes

The use of drugs in the community is of concern to us all. With this issue comes the hazards associated with incorrectly disposed of syringes and needles. Recent instances of contractors discovering discarded syringes and needles on public land highlights the vigilance that should be taken. This should be included in JSA as a potential hazard when working on public land. If you or one of your employees finds a discarded needle or syringe, the find should be reported to the Municipal Council in the area you are working in as follows

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Mildura Rural City Council area contact (03) 5018 8100 to report.

Swan Hill Council area contact (03) 5036 2591 to report

Yarriambiack Council area contact (03) 5398 0100 - Free Call 1800 065 647 to report.

Buloke Shire Council area contact 1300 520 520 to report. Unless your employer has a policy and/or procedure on finding needles and syringes you are not to attempt to touch or recover the item. The find is to be reported through both the contractor’s hazard management system as well as the Mallee CMA reporting system.

Contact Us Please feel free to provide us with feedback, comments, and suggestions on this handbook

Please address all feedback to the Mallee CMA Safety Officer through your Project Manager.

General enquiries to:

Mallee CMA Safety Officer - (03) 50514377

SERVICE PROVIDER OCCUPATIONAL HEALTH & SAFETY · PDF fileRisk Assessment / Job Safety Analysis...

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