Sample Purchasing Procedures
Purpose
These procedures are designed to provide guidance to managers and supervisors regarding standards to be in place for the purchase of plant, equipment, furniture, chemicals and buildings within (organization name).
Scope
These procedures apply to all services within (organization name).
Procedures
(Organisation name) will undertake an extensive risk assessment of any proposed purchase considering the service it is to be used for and the clients likely to use the equipment or premises.
Management of (organisation name) will:
- Insist that all designers and suppliers of plant and equipment supply information on Australian Standards the plant and equipment complies with and about the plant generally to include the following:
a)Suitability of the type of plant to the task
b)Known hazards (noise levels, moving parts etc)
c)Hazard controls (guards etc)
d)Suitability of the plant to our workplace
e)How the plant/equipment could fail
f)Required competency of operators
g)Research or test results conducted on the plant
h)How it is to be maintained
- Consult workers regarding the plant before purchasing the plant to determine if safer (quieter, guarded etc) plant is available
- Insist that persons installing and erecting plant in our workplace provide written safe work method statements specifying how workers and clients will be protected from injury/illness
- Ensure training has been budgeted for when the plant/equipment is purchased.
Pre & Post WHS Purchasing Checklist
This form applies to all purchases of equipment, materials and services except as outlined below. Section 1 must be completed prior to requesting and making the purchase. Section 2 needs to be completed before the purchase is allowed into the workplace. Section 3 needs to be completed if contractors are providing services to the business unit and will work within the business unit.
As a guideline it is suggested that purchase of the following non-hazardous items does not need this checklist to be completed for each purchase: stationery, office supplies, books, journals, travel, conference and other membership fees, accommodation, computer software and minor hardware items. The completed checklists are to be kept by the organisations purchasing officer and be available for auditing.
Where a large variety of chemicals or other dangerous goods/hazardous substances are purchased an annual generic risk assessment for chemical purchases could be completed. The risk assessment must identify the factors on this form but need not identify each chemical separately.
It is recommended that if the same product is purchased and its contents or packaging have not changed there is no need to re-assess the risk. Only in the event the packaging, or quantity changes there will be a need to re-assess the risks imposed by the product prior to and after purchase.
This checklist is merely a guide as to how an organisation can manage its procurement risks to minimiseWHS risk to the organisation.
Checklist commences overpage.
Version 3.0
June 2015
Section 1: Pre-purchase section
This section needs to be completed prior to the request for purchase. Purchasing officers will not process a transaction, including credit cards, if the following sections are not completed.What is the proposed purchase item::
What safety information has been obtained? / Equipment manual
Equipment specification
Australian Standard
Safety Data Sheet
Other source ______
What hazards have been identified? / Transport
Noise
Manual handling
Other hazards / Storage
Dust
None
Indicate if the purchase falls into any of these categories: / Hazardous substance
Dangerous goods
Carcinogenic / Radioactive
Not applicable
How are the identified hazards to be managed? / Elimination
Substitution
Engineering controls / Administrative controls
PPE
N/A
Is a Safe Working Procedure needed?
Yes No / Who will write the SWP? ______
By when? ______
Will the equipment need electrical testing and tagging?
Yes No / Has the requisitioner consulted the end users about safety issues?
Yes No
Is training required to ensure safe use?
Yes No / Who will provide the training? ______
By when? ______
Approvals
Requisitioner:Signature:Date:Purchasing Officer:Signature:Date:
Section 2: Post-purchase section
This section refers to the admission of goods into the workplace following delivery.Has the supplier provided all safety information? / Yes No
Have Hazardous Substances been registered on the Hazardous Substances Register? / Yes No N/A
Has a Safe Working Procedure been written? / Yes No N/A
Has the equipment been electrically tested and tagged? / Yes No N/A
Have the risk controls identified been implemented? / Yes No N/A
Has training been provided? / Yes No N/A
Declaration
Requisitioner:Signature:Date:Purchasing Officer:Signature:Date:
Section 3: Purchase of services involving contractors
This section needs to be completed if the purchase involved services provided by contractors.Has the contractor supplied copies of insurances and qualifications? Attach a copy to this form. / Yes No
Has the contractor completed a Safe Work Method Statement? Attach a copy to this form. / Yes No
Has the contractor been provided with relevant WHS information for the site? / Yes No
Declaration
Requisitioner:Signature:Date:Purchasing Officer:Signature:Date:
Contractor:Signature:Date:
Version 3.0
June 2015