Contractor Safety Policy
Contractor Safety Policy
1. Purpose
This document informs interested persons, including employees, that the in2vate has developed a procedure to transmit safety information both from in2vate to contractors and from contractors to in2vate. Common sense and safety concerns encourage standardization of these communications.
This document is provided to ensure that all in2vate safety plans, policies and procedures are communicated to all participating contractors. It also provides an avenue for contractors to communicate their safety plans, policies and procedures to in2vate.
These procedures describe the process of information transfer and ensure that all concerned parties have the information they need to work safely.
2. Scope
A written contractor safety policy establishes guidelines to be followed for contractors working at in2vate. The rules established by in2vate help provide a safe working environment, govern in2vate’s relationships with outside contractors, and ensure that contractor’s employees and in2vate’s employees are trained to protect themselves from all potential and existing hazards.
The effectiveness of the contractor safety program depends upon the active support and involvement of all employees. This program is in place to ensure that all contractor work practices are carried out safely in order to minimize the possibility of injury or harm to the contractor’s employees or to in2vate’s employees.
3. Administrative Duties
The Maintenance Manager is responsible for maintaining the contractor policy. A copy of the plan is available for review by employees and a copy may be acquired from the Maintenance Manager. The plan is located in the Maintenance Services office.
In addition, the Maintenance Manager is responsible for maintaining or seeing to the maintenance of any records related to the contractor’s safety program.
This policy will be distributed to in2vate management and to all contractors; both in2vate’s management and the contractors are required to ensure a discussion on this policy takes place with their respected employees and/or subcontractors.
If after reading this policy, suggestions on improvements can be made, please contact the Maintenance Manager. in2vate encourages all suggestions because of our commitment to the success of the contractor safety program. in2vate strives for clear understanding, safe behavior, and involvement at every level.
4. in2vate Responsibilities
in2vate realizes there are specific safety responsibilities the college has when hiring contractors who work onsite. in2vate does not take the supervisory role over contractor’s employees, but in2vate does take steps to protect contract workers who perform work on or near a potentially hazardous process. in2vate has the right to obtain and evaluate information regarding the contractor’s safety programs and performance.
in2vate informs contractors of known or potential fire, explosion, toxic release, and safety related hazards relevant to the contractor’s work. The designated in2vate representative explains the applicable provisions of the emergency action plan and other relevant safety programs to the contractor and requires the contractor to dispense the information to all workers who will work at this site.
in2vate has developed and implemented safe work practice procedures to control contract employee entry into hazardous work areas and when appropriate, maintains a contract employee injury and illness log.
in2vate also periodically evaluates the contractor’s fulfillment of his or her responsibilities under this policy through worksite assessments and location walkthroughs. in2vate will hire and use only the contractors who have the required written programs, employee training documentation, and the knowledge, skills and understanding associated with the work being performed.
5. Contractor Responsibilities
Contract employees must perform their work safely according to regulatory compliance standards. Considering that contractors often perform very specialized and potentially hazardous tasks, such as non-routine repair activities, their work must be controlled.
in2vate’s contractors must assure that their employee(s):
- are trained in the work practices necessary to safely perform his or her job.
- know and comply with the applicable provisions of the written safety plans required by the government and in2vate’s policies and are required to document all contract employee training.
- in2vate requires that all subcontractors abide by the same rules to which the contractor is bound by this section and holds the general contractor responsible for any subcontractors utilized during the contract.
When appropriate, documented enforcement actions taken in association to violations of in2vate's safety program must be maintained and the actions taken to prevent reoccurrence must be communicated with the Maintenance Manager or designated the Institution representative.
in2vate requires all contract bidders to provide, upon request, in writing, any of the pertinent contractor safety programs required for the work to be performed.
6. Guidelines for Contractor Safety
in2vate may evaluate a contractor’s injury records and Experience Modification Rate (EMR or MOD) for workers’ compensation for the past three years. The contractor’s safety record in performing jobs of a similar nature may also be evaluated when the information exists.
in2vate may contact the contractor to acquire information on equipment to be used to perform the job safely as well as assure permits, licenses, certifications, or skilled trades people are available and capable of performing the work in question.
The contractor must be willing and able to provide a current certificate of insurance for workers’ compensation and general liability coverage.
in2vate also requires, upon request, that the contractor provide copies of any citations for violations occurring within the last three years. The information will be used to determine the frequency and type of safety laws violated.
7. in2vate Information Exchange Guidelines
A designated representative will coordinate and communicate all safety and health issues with the contractor. The designated representative will:
have a copy of the work document and be familiar with its contents.
be thoroughly familiar with the safety and health aspects of the work, or know who to call to obtain this information.
ensure that all company responsibilities are carried out.
in2vate will provide access to its written safety policies and procedures to the contractor. in2vate will inform contractor’s designated representative of the required response to the employee alarms and furnish the contractor with a demonstration or explanation of the alarms and communicate any safety and health hazards (particularly non-obvious hazards and hazard communication issues) known to be associated with the work, including those in areas adjacent to the worksite.
in2vate will provide the contractor with the telephone numbers of the nearest hospital, ambulance service, and fire department (numbers posted).
in2vate will work directly with the contractor and conduct a pre start-up meeting (walk through) with the contractor’s designated representative and in2vate’s representative from the area of the campus involved in the contractor’s work.
Where applicable, in2vate will review preparation of worksite before contractor begins initial work and identify connect-points for all services, such as steam, gas, water, electricity, etc. and define any limitations of use of such services. in2vate will ensure that all affected employees receive training on all hazards to which they will be introduced by a contractor.
in2vate will review all contract requirements related to safety and health with the contractor’s designated representative, including, but not limited to, rules and procedures, and special work permits or specialized work procedures.
If an unsafe act or a condition is noted that creates imminent danger or potential for a serious injury, immediate steps will be taken with the contractor’s designated representative, or in his or her absence, the contractor’s employees to stop the unsafe act or condition in2vate will not allow work that is in violation of a regulation to continue.
in2vate will limit, as necessary, the entry of facility employees into contractor work areas and will monitor the contractor’s compliance throughout the duration of the work. When checking contractor work during the project, the designated representative of in2vate will note any negligent or unlawful act or condition which represents a violation of safety standards or in2vate’s requirements and pass the information on to both the contractor and the Maintenance Manager. in2vate will assure that contractors and their subcontractors follow the same procedures. Any items noted will be brought immediately to the attention of the contractor’s designated representative, followed up by written documentation. A copy of the written notice will be sent to the contractor’s home office concurrently. The document will include: place, time, a brief outline of the concerns, and names of the contractor employees in attendance.
The in2vate prohibits the loaning of tools and equipment to outside contractors and their subcontractors. The contractor is required to provide the necessary tools and equipment.
After conclusion of the contract work, the Maintenance Manager or assigned representative may complete a post-project assessment of the contractor’s safety performance to be used for future reference, with a recommendation on whether or not to re-hire the contractor.
8. Contractor Information Exchange Guidelines
A Hazard Assessment must be done before work is performed.
Contractors must provide information to in2vate's designated representative on the safety and health hazards that may arise during the course of the contractor’s work at this company and the means necessary to avoid danger from those hazards. The contractor must:
obtain, from in2vate, any safety rules and regulations in effect at the site or potential hazards present that may affect the contractor’s work and
be informed of any emergency signals and procedures that may be put into operation in areas where the contractor’s employees are working.
inform their employees of this information.
Contractors must provide employees who are competent and adequately trained. Training must include all health and safety aspects of the work involved in the contract, all tools and equipment required for the work, and applicable personal protective equipment (PPE).
The contractor must know who to call and what to do in emergencies, including where first aid and medical services are located. The contractor is required to have the telephone numbers of the nearest hospital, ambulance service, and fire department. in2vate first-aid facilities may be used only in case of emergencies.
The contractor is responsible for keeping the designated representative of the in2vate fully informed of any work, which may affect the safety of in2vate employees, students, or property. This includes complying with the state and federal legislation and providing the designated representative appropriate material safety data sheets (MSDSs) or other required information about chemicals the contractor will bring onto the facility.Contractors must ensure that any equipment, chemicals, or procedures used by the contractor to perform contracted work meet the pertinent OSHA requirements and is in proper working order. Contractors must notify in2vate designated representative immediately of any OSHA recordable injury or illness that occurred while on the site and provide a copy of each accident report to the designated representative. The contractor will also have a designated site safety coordinator available and attentive to the work being carried out at all times.
While on in2vate property, contractors are required to maintain good housekeeping in the workplace. After the conclusion of the contract work, the contractor is responsible for cleaning all work areas and disposing of any waste materials in a proper and legal manner and removing any unused substances brought on site.
The contractor is held responsible and accountable for any losses or damages suffered by the in2vate and/or its employees as a result of contractor negligence.
9. Training Requirements
in2vate will ensure that affected employees receive training on all hazards to which they will be introduced to by a contractor.
In addition, in2vate emphasizes to the contractor that it is the contractor’s responsibility to convey to its employees all relevant safety information. in2vate requires contractors to train their employees in accordance with all applicable federal and state regulations. The minimal training will cover the safety and health hazards and provisions applicable to the type of work being done and where to obtain first aid and medical services.
10. in2vate Recordkeeping Requirements
in2vate maintains a copy of the contract on file.
in2vate keep records of:
all training done with company workers regarding hazards to be caused by the contracting company.
maintains copies on file of all forms or statements related to the contract that are to be filled out before or during contract work.
accident reports that are generated during the course of the project.
any logged information regarding pre-work start-up inspections.
11. Contractor Recordkeeping Requirements
Contractors must maintain records of:
all training done with its workers and documentation provided to in2vate regarding such training.
copies of all forms or statements related to the contract that is to be filled out before or during contract work.
the telephone numbers of the nearest hospital, ambulance service, and fire department.
copies of all material safety data sheets (MSDSs) or other required information about chemicals relevant to the work on-site.
an OSHA recordable injury and illness log for the project.
Contractor Signature
Date
in2vate’s Representative
Date