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River East Transcona School Division
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Contractor Safety Orientation and Permits

 Safe Operating Procedure

​PURPOSE

 

To define the safe operating procedures for a contractor safety program the River East Transcona School Division (RETSD).

 

A contractor safety program must be defined and documented for compliance as part of Element 7 - Develop a plan to safeguard contracted employer(s) or self-employed persons(s) for the effective development and implementation of a workplace safety and health program under Manitoba legislation.

 

SCOPE

 

This safe operating procedure and associated documents establish a policy, procedure and program framework for all facilities and stakeholder groups for contractor safety at RETSD.

 

The best practices apply to all RETSD worksites where contractors perform work.

 

RESPONSIBILITY

 

All Contractor Retainers

 

Contractor retainers are responsible for managing the contractor safety program.

 

Contractors

 

Generally, contractors are considered workers when performing work on site at RETSD facilities. Contractors are responsible for compliance to the contractor safety program.

 

CONTRACTOR SAFETY PROGRAM

 

RETSD considers contractors to be workers on our site facilities, and shall be expected to work according the RETSD safety rules and all applicable regulatory requirements.

 

Our contractor safety program will focus on and start at the worker level to ensure all individual workers are aware of and comply with company safe work procedures prior to conducting work on site, then extend to the company level to ensure that contractor employers work according to legislative requirements.

 

Definition

 

"Contractor" means a person who, pursuant to one or more contracts, directs the activities of one or more employers or self-employed persons involved in work at a workplace.

 

Duties of supervisors

Every supervisor shall so far as is reasonably practicable:

  • Take all precautions necessary to protect the safety and health of a worker under his or her supervision.

  • Ensure that a worker under his or her supervision works in the manner and in accordance with the procedures and measures required by applicable federal or provincial safety and health acts and regulations.

  • Ensure that a worker under his or her supervision uses all devices and wears all clothing and personal protective equipment designated or provided by the employer or required to be used or worn by applicable federal or provincial safety and health acts and regulations.

  • Advise workers under his or her supervision of all known or reasonably foreseeable risks to safety and health in the area where the worker is performing work.

  • Co-operate with any other person exercising a duty imposed by applicable federal or provincial safety and health acts and regulations.

  • Comply with the applicable federal or provincial safety and health acts and regulations.

 

General duties of workers

Every worker while at work shall:

  • Take reasonable care to protect his or her safety and health and the safety and health of other persons who may be affected by his or her acts or omissions at work.

  • At all times, when the nature of his or her work requires, use all devices and wear all articles of clothing and personal protective equipment designated and provided for his or her protection by his or her employer, or required to be used and worn by him or her by the regulations.

  • Consult and co-operate with the workplace safety and health committee, where such a committee exists, regarding the duties and matters with which that committee is charged under the applicable federal or provincial safety and health acts and regulations.

  • Consult and co-operate with the worker safety and health representative, where such a representative has been designated, regarding the duties and matters with which that representative is charged under the applicable federal or provincial safety and health acts and regulations.

  • Comply with the applicable federal or provincial safety and health acts and regulations.

  • Co-operate with any other person exercising a duty imposed by the applicable federal or provincial safety and health acts and regulations.

 

General duties of self-employed persons

Every self-employed person shall:

  • Conduct his or her undertaking in such a way as to ensure, so far as is reasonably practicable, that he or she or any other person is not exposed to risks to his or her or that person's safety or health, arising out of, or in connection with, activities in his or her workplace.

  • When he or she is working on a construction project that has a prime contractor, advise the prime contractor that he or she is working on the project.

  • Comply with applicable federal or provincial safety and health acts and regulations.

  • Co-operate with any other person exercising a duty imposed by the applicable federal or provincial safety and health acts and regulations.

 

Requirement for prime contractor

There shall be a prime contractor designated for a construction project if more than one employer or self-employed person is involved in work at the construction project site at the same time.

 

Prime contractor for construction project

The prime contractor for a construction project is:

·         The person who enters into a contract to serve as the prime contractor with the owner of the construction project site.

·         If there is no contract referred to, or if that contract is not in effect, or there is no requirement for a prime contractor, the owner of the construction project site.

 

Duties of prime contractor

The prime contractor for a construction project shall:

·         Ensure, so far as is reasonably practicable, that every person involved in work on the project complies with the applicable federal or provincial safety and health acts and regulations.

·         Co-ordinate, organize and oversee the performance of all work at the construction project site and conduct his or her own activities in such a way as to ensure, so far as is reasonably practicable, that no person is exposed to risks to his or her safety or health arising out of, or in connection with activities at the construction project site.

·         Co-operate with any other person exercising a duty imposed by applicable federal or provincial safety and health acts and regulations.

·         Comply with applicable federal or provincial safety and health acts and regulations.

 

Duties of contractors

Every contractor shall ensure, so far as is reasonably practicable,

·         That every workplace where an employer, employer's worker or self-employed person works pursuant to a contract with the contractor.

·         That every work process or procedure performed at a workplace by an employer, employer's worker or self-employed person pursuant to a contract with the contractor.

·         That is not in the direct and complete control of that employer or self-employed person does not create a risk to the safety or health of any person.

·         If the contractor is involved in work on a construction project that has a prime contractor, advise the prime contractor of the name of every employer or self-employed person with whom the contractor has contracted to perform work on the project.

·         Co-operate with any other person exercising a duty imposed by applicable federal or provincial safety and health acts and regulations.

·         Comply with applicable federal or provincial safety and health acts and regulations.

 

Duties of owners

Every owner of a workplace shall:

·         Ensure, so far as is reasonably practicable, that the land or premises used as a workplace that is under his or her control is provided and maintained in a manner that does not create a risk to the safety or health of any person.

·         Co-operate with any other person exercising a duty imposed by applicable federal or provincial safety and health acts and regulations.

·         Comply with applicable federal or provincial safety and health acts and regulations.


CONTRACTOR SELECTION CRITERIA

 

Contractors are selected for work at RETSD based on a number of factors and guidelines, including but not limited to:

·         Past performance and reliability record with the division, including safety performance

·         Pre-qualification and formal bid process for large projects, including proof of insurances

·         Safety certifications considered an asset

·         Other

 

CONTRACTOR SAFETY PROGRAM KEY ELEMENTS AND REQUIREMENTS

 

The main elements that shall be addressed for a compliant contractor safety program include, but are not necessarily limited to the following:

 

  1. Individual contract workers must enter, sign in, and be accounted for  upon arrival at the worksite and have direct contact with the people in that retained them or prime contractor, whichever is applicable, prior to commencing work.

 

  1. Individual contract workers must be informed of the RETSD safety rules and regulations prior to commencing work on site, and be given opportunity to acquaint themselves with the rules in a timely manner prior to commencing work on site.

 

  1. Contractors must work with people in charge at RETSD that retained them to go over work plans through a safe work permit process. Contractors shall not perform work that deviates significantly from what is specified and agreed to in the safe work permit for the job. Individual contract workers, or the prime contractor, whichever is applicable, at the completion of the work outlined in the safe work permit, must report to the people in charge at RETSD that retained them for proper and positive disposition of the contractor work session.

 

  1. Contractors must demonstrate that sufficient work controls are in place, communicated to affected workers and implemented regarding, at a minimum, all the safety items listed on the safe work permit form.

 

  1. All contract companies retained by RETSD shall carry appropriate and applicable Workers Compensation coverage and shall provide proof of same to RETSD upon request. RETSD shall monitor the contractor's insurance standing on a regular basis.

 

CONTRACTOR SAFETY PROGRAM PROCEDURE

 

Element 1: Individual contract workers must enter, sign in, and be accounted for  upon arrival at the worksite and have direct contact with the people in that retained them or prime contractor, whichever is applicable, prior to commencing work.

 

Procedure:

 

  1. At the time of the initial telephone contact with the contractor, the people in charge at RETSD that retains the contractor shall inform the company to direct their worker to the following entry check point:

 

·         Main administration office of the facility

 

  1. The people in charge at RETSD that retains the contractor shall obtain the contractors legal name and WCB firm number as part of the retention process. Ideally, the contractor should be checked out for current WCB coverage at this stage, and a printout made and kept on file for future reference.

 

  1. Contractors are to be received at the designated entrance by the people in charge retaining them, shall be properly signed in, and only then shall then proceed to the safe work permit process.

 

 

Element 2: Individual contract workers must be informed of RETSD safety rules and regulations prior to commencing work on site, and be given opportunity to acquaint themselves with the rules in a timely manner prior to commencing work on site.

 

Procedure:

 

  1. After sign in, the contractor worker shall be given the opportunity to read the following general facility safety rule documents that shall be posted in a prominent and accessible location in the workplace, preferably near the receiving entrances:

 

·         Safety and Health Rules Consolidated

·         Contractor Safety Rules Manual

 

Element 3: Contractors must work with people in charge at RETSD that retained them to go over work plans through a safe work permit process. Contractors shall not perform work that deviates significantly from what is specified and agreed to in the safe work permit for the job. Individual contract workers, or the prime contractor, whichever is applicable, at the completion of the work outlined in the safe work permit, must report to the people in charge at RETSD that retained them for proper and positive disposition of the contractor work session.

 

Procedure:

 

  1. The safe work permit form in use at RETSD must be completed with each contractor(s), upon each visit, to perform specific work, in specific time constraints. See the RETSD safe work permit form for details on safe work considerations for contractors performing work at RETSD.

 

Element 4: Contractors must demonstrate that sufficient work controls are in place, communicated to affected workers and implemented regarding, at a minimum, all the safety items listed on the safe work permit form.

 

Procedure:

 

See Guidelines for Using Safe Work Permits under the program section of the document for details on how to use the safe work permit process form.

 

Element 5: All contract companies retained by RETSD shall carry appropriate and applicable Workers Compensation coverage and shall provide proof of same to RETSD upon request. RETSD shall monitor the contractor's insurance standing on a regular basis.

 

Procedure:

 

  1. The contractor name and WCB firm number are asked for as part of the safe work permit procedure.

 

  1. The contractor WCB insurance status, using the firm name and or number will be checked prior to the commencement of work by new contractors and periodically on a spot check basis for existing contractors that have conducted work for RETSD within the last 12 months.

 

  1. The instrument used to obtain Manitoba WBC status information:

 

a.       Workers Compensation Board of Manitoba website portal: http://www.wcb.mb.ca/

b.      Online Services Heading

c.       Online Clearance System

 

The User Name and Password for the site shall be maintained by Human Resources Department and Maintenance Department.

 

  1. A list of retained contractors will be centrally managed on line. RETSD will monitor contractor status using the online list feature.

 

  1. Should a contractor fall out of good standing with WBC, RETSD will cease all work with the contractor until the situation is rectified and reflected on the online status list.

 

COMMUNICATION

 

A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.

 

SAFE WORK PERMIT

 

See Contractor Safe Work Permit Form to document the contractor safety program with any contractor.

 

TRAINING

 

All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:

 

  • New employee orientation, employee manuals or employment information packages

 

  • Return to work or remedial programs, as required on an individual basis

 

  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted

 

ENFORCEMENT

 

Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.

 

Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.

 

Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.

 

 

 Document Number

WSHMS-07-SOP-019-01

 
 

 Document Control

Prepared:

Divisional Safety and Health Officer

Controlled:

Divisional Safety and Health Officer

Reviewed:

Divisional Workplace Safety and Health Committee

Issued: 

Director of Human Resources

Approved:

Director of Maintenance

Origin Date:

March 10, 2010

Last Revised:

August 9, 2018

Last Reviewed:

August 9, 2018

Next Review On or Before:

August 9, 2021

 

 

 References

Manitoba Workplace Safety and Health Act or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation Part 02 General Duties

 

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards

 

All other associated and applicable workplace safety and health management system documents