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Contractor safety management procedure
In this Procedure:
1.0 Purpose ........................................................................................................................... 1
2.0 Scope............................................................................................................................... 1
3.0 Responsibilities ............................................................................................................... 1
Manager occupational health and safety ....................................................................... 1
Line managers ................................................................................................................. 1
Accountable person ........................................................................................................ 2
Hydro Tasmania job manager ......................................................................................... 2
Hydro Tasmania contracts team..................................................................................... 2
Contractor ....................................................................................................................... 2
Asset owner .................................................................................................................... 2
Authorised issuing officer ............................................................................................... 2
4.0 Documentation ............................................................................................................... 2
5.0 Procedure ....................................................................................................................... 4
5.1 Define scope of work............................................................................................. 5
5.2 Document the known hazards and assess risk ..................................................... 5
5.3 Nominate the Hydro Tasmania procedures to be followed or those required .... 5
5.4 Nominate Hydro Tasmania permits required ....................................................... 5
5.5 Nominate the level of safety documentation required ........................................ 5
5.6 Consult with asset owner ...................................................................................... 6
5.7 Select suitable contractors and validate ............................................................... 6
5.8 Issue job safety specification to contractor .......................................................... 6
5.9 Receive and evaluate contractor tender/quote and select .................................. 7
5.10 Review with contractor ......................................................................................... 7
5.11 Contractor complete documentation and preparation ........................................ 7
5.12 Hydro Tasmania review and acceptance including pre-start confirmation .......... 7
5.13 Permit to work and other permits prepared and issued ...................................... 7
5.14 Monitor work activity and audit – take action...................................................... 7
5.15 Job completion/handover ..................................................................................... 8
5.16 Close out and performance review ....................................................................... 8
6.0 Records ........................................................................................................................... 9
7.0 Review............................................................................................................................. 9
8.0 Hydro Tasmania OH&S risk assessment ......................................................................... 9
9.0 Risk level matrix ............................................................................................................ 10
10.0 Referenced documents................................................................................................. 10
Hydro Tasmania Procedure
Title: Contractor safety management procedure Version: 1
Document Owner: OH&S management team
Date Created: 22 April 2008
Approver: Evangelista Albertini Date Approved: January 2011
Date Effective: January 2011
11.0 Definitions ..................................................................................................................... 11
12.0 Revision history............................................................................................................. 12
Hydro Tasmania Procedure
Title: Contractor safety management procedure Version: 1
Document Owner: OH&S management team
Date Created: 22 April 2008
Approver: Evangelista Albertini Date Approved: January 2011
Date Effective: January 2011
1.0 Purpose
This document describes the Hydro Tasmania process for managing contractor occupational health and
safety whilst contractors are undertaking work or providing services at Hydro Tasmania workplaces and to
ensure that adequate information, details and arrangements are made for the safe and efficient
completion of contracts.
Effective management of contractor safety will be achieved by:
Communicating clearly our minimum standards and the systems Hydro Tasmania use to keep people
safe that our contractors’ need to know.
Communicate our values with respect to keeping people safe.
Only use contractors’ with commitment to safe work and systems whose people make the right
choices.
Communicate our assessment of the hazards and risk level.
Ensure our people are having the right conversations related to safety with the contractor prior to
work starting.
Review preparations prior to work starting.
Regularly inspect works. Audit and take action.
Report on contractor performance with potential to ‘de-register’.
2.0 Scope
This procedure applies where Hydro Tasmania engages the work or services of contractors and sub-
contractors for work undertaken on sites where Hydro Tasmania has responsibility under law.
Whilst much of the content is applicable, this procedure does not apply to work carried out on sites owned
by other entities, to personnel sourced from labour hire companies or contractors where work is carried
out under joint Hydro Tasmania/contractor supervision.
This procedure only refers to the procedures related to managing safety. It excludes other important
aspects related to contractor management e.g. legal, financial, and environmental.
3.0 Responsibilities
Responsible Officer
The Responsible Officer is accountable to provide the necessary resources to ensure safe systems of work
that ensure this procedure is understood, applied and observed within their area of authority.
Manager occupational health and safety
The manager occupational health and safety is responsible for:
Ensuring that training material is current and of an appropriate quality.
Ensuring safety systems are kept up to date in relation to this procedure.
Recording and analysing incident / investigation data.
Ensuring that this procedure is reviewed as stipulated.
Line managers
Have the responsibility for the management or control of a work place, within their area of authority, and
must ensure this procedure is implemented. They shall maintain a hazard and risk register and appropriate
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signage for their work place; and shall ensure that competent and accountable persons assigned for the
management and execution of work within their area of authority, conduct appropriate risk assessments.
Accountable person
Has the responsibility for following this procedure and ensuring those working under their control follow
this procedure. They have responsibility for the safety of personnel following this procedure and for
maintaining appropriate records relating to their activities.
Line managers, asset owners and their delegates, job managers, site managers and project managers,
authorised issuing officers and persons in charge are all examples of accountable persons.
Hydro Tasmania job manager
Is the Hydro Tasmania key point of contact for the work package (project, job or task) and is accountable
for the execution of Hydro Tasmania’s obligations with respect to the safety of contractors working on a
Hydro Tasmania site. The Hydro Tasmania job manager is accountable for the implementation of this
procedure for the work package in question.
Hydro Tasmania contracts team
The contracts team provides commercial advice to the job requestor/job manager, ensures compliance
with the procurement policy and maintains a register of contractor performance.
Contractor
In addition to obligations under the OH&S act, the contractor must ensure key personnel involved in
managing/supervising their activities maintain an appropriate level of understanding of Hydro Tasmania’s
systems for safe work and take any action necessary to ensure the safety of all people present at the site.
Asset owner
The asset owner, or their delegate, are to be informed of any contractors performing works within their
area (including visits/inspection) and be given the opportunity to review the intended work practices and
potentially refuse entry for a range of reasons. All Hydro Tasmania generation controlled sites (stations,
roads, pipelines, dams etc) come under the jurisdiction of a production manager
It is important that the contractor follow any safety related instruction from the relevant asset owner or
their representative unless there is reason to believe the instruction could pose a threat to the health and
safety of personnel working on the site.
Authorised issuing officer
a person deemed competent with workplace assets who has been authorised to approve an permit to work
on behalf of Hydro Tasmania. In accordance with Hydro Tasmania’s permit to work system, contractors
may only commence work after an authorised issuing officer has ensured that all relevant hazards have
been communicated and that the contractor is fully prepared to commence. The authorised issuing officer
will then authorise the work to proceed. In many cases the Hydro Tasmania job manager will be
authorised as the authorised issuing officer.
4.0 Documentation
There are three key documents in Hydro Tasmania’s management of contractor safety.
This contractor safety management procedure – targeting the Hydro Tasmania personnel involved in the
engagement and management of contractors on Hydro Tasmania’s sites.
Contractor safety management overview (overview) which communicates to our contractors how Hydro
Tasmania manages safe work on our sites and the key issues and actions we believe are important in order
to ensure the safety of contractor personnel and mitigate their potential to put at risk Hydro Tasmania
personnel, other contractors, the public and our assets.
The overview document is to be included in tender and contract documentation.
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Job Safety Requirements (JSR) is completed by the Hydro Tasmania job manager to communicate key
information and expectations for the specific project, job or task to our contractors and confirms all
appropriate preparations have been completed prior to work commencing.
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5.0 Procedure
The key steps for the Hydro Tasmania job manager to follow are shown in Figure 1 below:
Step 1. Document the job scope on job safety requirements (JSR)
Step 2. Document the known hazards and assess risk (JSR)
Step 3. Nominate Hydro Tasmania procedures to be followed/required
Step 4. Nominate other Hydro Tasmania permits required (JSR)
Step 5. Identify level of safety management documentation required (JSR)
Step 6. Consult with production manager or their delegate for the site.
Step 7. Select potential contractors and validate safety record
Step 8. Issue job safety spec to contractor
Step 9. Receive and evaluate contractor tender/quote and select
Step 10. Walk through safety requirements with contractor
Step 11. Contractor completes documentation and preparation
Step 12. Hydro Tasmania review and acceptance including contractor’s pre-start
confirmation to Hydro Tasmania job manager
Step 13. Authorised issuing officer issues a ‘permit to work’ and other permits as
applicable
Step 14. Monitor work activity and audit – take action
Step 15. Job completion / handover
Step 16. Close out and performance review
Firgure 1. Contractor safety management flowchart
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The following clauses provide greater detail with respect to each of the steps listed above.
5.1 Define scope of work
The Hydro Tasmania job manager clearly defines the physical work to be done by the contractor,
exclusions, constraints and boundaries. This is completed on the job safety requirements form (JSR).
Note - Where the job is to be repeated over a period of time, e.g. maintenance tasks, one JSR form may be
completed and issued.
5.2 Document the known hazards and assess risk
Communicate to the contractor the foreseeable hazards – both those existing in the workplace and those
introduced by carrying out the work. It is useful to articulate the potential event that may result from the
hazard. i.e. falling down access opening in floor.
Assign a risk category without application of control(s) using the JHA risk assessment categories to assess
likelihood and consequence. Refer to section 8 Hydro Tasmania OH&S risk assessment. Any moderate risk
or above risk may require a specific procedure to document the methods of controlling the hazard(s). A
low risk is likely to warrant only a JHA to be completed or Take 5.
This is completed on the JSR form.
5.3 Nominate the Hydro Tasmania procedures to be followed or
those required
Stipulate those existing Hydro Tasmania procedures which are to be adhered to (as a minimum standard).
Where a moderate or above risk exists, a specific procedure or work method statement may be required
from the contractor to identify how the hazards will be controlled.
This is completed on the JSR form.
5.4 Nominate Hydro Tasmania permits required
Communicate to the contractor what specific Hydro Tasmania permits will be required during the course of
the work. This will assist the contractor in being suitably prepared with training and specialised equipment.
5.5 Nominate the level of safety documentation required
The extent of documentation and processes related to the management of safety is dependent on the
hazards associated with implementing the works and the level of autonomy of the contractor from the
Hydro Tasmania supervision.
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Table 1 provides guidance for the Hydro Tasmania job manager on typical documentation requirements
against the size of works.
Level Description of process Comment
1 Take 5 (only) Short duration (up to a few hours), low risk tasks
2 Job hazard analyses Required for all jobs/projects other than short duration,
low risk
3 Contractor OHS questionnaire Required with tender submission (once off) to provide
information on contractor’s processes, systems and
performance
4 Safety management plan For projects over $250,000 or containing high risk tasks
5 Contractor’s safety Required to be submitted for Major project generally in
management system excess of $1M.
6 Submission of safety plan to Required for projects in excess of $2M.
Workplace Standards
7 HazOpS Required where contractor is accountable for design
(Hazard & Operability Study) activities.
Table 1. Levels of safety documentation
5.6 Consult with asset owner
Prior to issuing documentation to contractors, it important to discuss the works, hazards and control
measures with the custodian of the site. For Generation assets, this is the Production Manager.
5.7 Select suitable contractors and validate
Prior to issuing documentation for tender/quotation the Hydro Tasmania job manager, in collaboration
with the contracts team, is to evaluate the suitability of potential contractors. The evaluation will be
determined by the level of contractor experience and capability deemed necessary to ensure the safety of
all people working or likely to be present at the site and may be done by:
Reference to the contractor database for feedback on safety record.
Issuing a safety management questionnaire, as part of a request to tender or an action prior to
issuing any formal documentation (e.g. an Expression of Interest process).
Known history of experience, performance, behaviours and attitudes.
For minor jobs the contractor may submit a detailed JHA which demonstrates their ability to
complete the job safely.
The aim of the questionnaire is to collect evidence of a suitable OHS management system. This may be
demonstrated by certification against a recognised safety management system (SMS) e.g. AS4801 Safety
Management Systems. Completed OHS system questionnaires are to be stored in the contractor database.
5.8 Issue job safety specification to contractor
The job safety specification is issued to the potential contractors along with other tender documentation
and is a collection of the following:
Overview - contractor safety management overview.
Job safety requirements (JSR) document.
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Hydro Tasmania safe work procedures sourced from Hydrosafe as referenced in the JSR.
It is important to nominate what safe work procedures and documentation will be required with the tender
or quotation and those that may be provided in the lead up to the work commencing.
Where a job is to be repeated over a period of time, e.g. maintenance tasks, one job safety specification
may be issued. It is important to clearly define the scope of work, limits and exclusions to the contractor as
other activities will not have had potential hazards assessed.
5.9 Receive and evaluate contractor tender/quote and select
The Hydro Tasmania job manager, in collaboration as required with the contracts and procurement team,
safety team and/or others, selects the contractor for the job.
5.10 Review with contractor
It is important for the Hydro Tasmania job manager to walk through the content of the job safety
specification with the contractor prior to the contractor completing documentation and other preparations
for executing the works.
5.11 Contractor complete documentation and preparation
In preparation for executing the work the contractor will complete actions including preparation of
emergency response plans, safe work procedures, draft job hazard analysis (to be completed immediately
prior to commencing the task), necessary inductions and training, ensuring plant and equipment is fit for
intended use and concealed services located and made safe.
5.12 Hydro Tasmania review and acceptance including pre-start
confirmation
Prior to work commencing, the Hydro Tasmania job manager is to validate that preparatory actions have
been appropriately completed and confirms by signing the JSR form.
5.13 Permit to work and other permits prepared and issued
An authorised issuing officer will then prepare a permit to work. Issuing officers may then issue an access
authority as required. Other permits will be issued as appropriate in accordance with the relevant
procedures. Work may then commence.
5.14 Monitor work activity and audit – take action
It is the responsibility of the Hydro Tasmania job manager to monitor the contractor against the agreed
controls. Controls may have to be reviewed and updated as the work progresses. Any safety
documentation, such as JHA or a safety management plan, must be updated with the new information in
these situations.
Examples of monitoring safety performance can include:
daily site “walkabouts”
weekly Inspections
safe act observations (SAOs)
audits
review of toolbox meetings minutes
review of monthly OH&S performance reports
It is important to communicate any issues found with the contractor immediately and for this to be
confirmed in writing before leaving site. A site instruction pro-forma may be used for this purpose.
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Audits of Hydro Tasmania contractors are a critical element of contractor safety management. These
should generally be carried out by the Hydro Tasmania job manager, but may include the assistance from
the safety team. The audit should include confirming some or all of:
Qualifications and licenses, valid instructed persons, level 2 inductions.
First aid qualified personnel.
PPE use and conformance to standards.
Conformance to safe work procedures including job hazard analysis.
Emergency response.
Plant log books.
Condition of equipment (including tagging of electrical equipment).
MSDS sheets for chemicals and other hazardous substances.
Take Action - Any non-compliance is to be taken seriously, including removing people from site or halting
work until the issue is rectified. It is only through disciplined, no tolerance actions that our contractors will
see that we are serious in our commitment to ensuring there is no harm on our work sites.
Incidents and non conformances raised shall be recorded according to Hydro Tasmania safety incident and
non conformance procedures.
5.15 Job completion/handover
Ensuring the site is safe and in a fit state for its intended use is a critical element of a handover/practical
completion inspection.
5.16 Close out and performance review
When the job has been completed, it is important to effectively close out the works and ensure that safety
performance is recorded for future evaluation of contractors.
A performance report shall be completed by the Hydro Tasmania job manager at the close of the job. This
report shall include all safety aspects of contractor performance during the job. Information from the
performance report shall be recorded in the contractor database. The database shall also be updated if
there are any changes to the status of contractors. The positive performance of contractors shall be
recorded as well as the unsatisfactory performance of contractors.
To measure performance the following should be considered:
Level of site incident reporting.
The number and degree of conformances against agreed plans.
The management of non-conformances such as time of close out.
The number and types of positive safety initiatives taken:
o Hazards identified and corrected.
o Safety related training conducted.
The number and degree of injuries and incidents reported:
o Lost time injuries, medical treatment injuries.
o Restricted work injuries.
o First aid injuries.
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o Significant incidents and near misses.
6.0 Records
The Hydro Tasmania job manager is responsible for ensuring that appropriate records are maintained and
stored. The following documentation is required as a minimum:
Records of meetings shall be kept by the Hydro Tasmania job manager either in the form of written
minutes or diary entries as appropriate for the job.
Records of Inspections, audit reports and remedial/corrective actions.
Site specific safety management plan prepared by contractor.
Job hazard analysis.
Checklist completed by the Hydro Tasmania job manager on aspects such as the contractor’s
qualifications, training, competencies, licenses, permits etc.
7.0 Review
This procedure will be reviewed annually by the safety team.
8.0 Hydro Tasmania OH&S risk assessment
LIKELIHOOD - The probability that the identified CONSEQUENCE Injury to people
consequence will occur, taking into account (Impact)
proximity and exposure to the hazard.
A. Almost The most likely and expected 1. Insignificant First-aid treatment - minor
certain result. Up to 1 in 10 chance. cuts, bruises, bumps
B. Likely Would not be unusual. Up to 1 in 2. Minor Medical treatment injury
100 chance.
C. Possible Unusual but possible sequence or 3. Moderate Serious injury - permanent
coincidence. Up to a 1 in 1,000 disability, amputation
chance.
D. Unlikely Has happened somewhere. Up to a 4. Major Fatality
1 in 10,000 chance.
E. Rare Has never occurred after many 5. Disaster 2 - 4 fatalities
years of exposure, but is
conceivably possible. Up to a 1 in
100,000 chance.
F. Extremely Has never happened before. Up to 6 Extreme 5 or more fatalities
Rare a 1 in 1,000,000 chance.
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9.0 Risk level matrix
JHA CONSEQUENCE (impact)
Insignificant
Moderate
Extreme
Disaster
Minor
Major
LIKELIHOOD
1
2
3
4
5
6
A. Almost certain High High Extreme Extreme Extreme Extreme
B. Likely Moderate High High Extreme Extreme Extreme
C. Possible Low Moderate High High Extreme Extreme
D. Unlikely Low Moderate High High Extreme Extreme
E. Rare Low Low Moderate High High Extreme
F. Extremely rare Low Low Low Moderate Moderate High
CONTROLLED RISK LEVEL ACTION TABLE
Level Low JHA Moderate JHA High JHA Extreme JHA
People, plant Proceed. Ensure (Competent) Do not proceed. Do not proceed.
identified control accountable Team leader or line Responsible Officer
measures are person approval manager approval to address the
applied as required required to required problem
proceed
10.0 Referenced documents
Hydro Tasmania’s job safety requirements (JSR) form
Hydro Tasmania’s OHS contractor questionnaire
Workplace Health and Safety Act 1995
Workplace Health and Safety Regulations 1998
Hydro Tasmania’s Procurement policy
Hydro Tasmania’s OH&S policy
Hydro Tasmania job hazard analysis and take 5 procedure
Power System Safety Rules
Hydro Tasmania’s permit to work procedure
Hydro Tasmania’s isolation procedure
Safe work practices handbook
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11.0 Definitions
Accountable person an individual, who assumes responsibility for the health and welfare of any
other person in a workplace by providing instruction, direction, assistance,
advice or service, is deemed an accountable person in accordance with the
Workplace Health & Safety Regulations 1998. All management and
supervisory staff (which include those with responsibility for students) are
therefore considered ‘accountable persons’.
For all general safety definitions, refer to the definition table in Hydro Tasmania’s safe work practices
handbook.
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12.0 Revision history
Revision Date Document Document Document
Detailed revision description
number approved owner reviewer approver
22 April Mick Cuppari
0 Original document created. Mick Cuppari Simon Krohn
2008 Cynthia Nixon
Critical procedure review
update. Supersedes document Critical
ID: DMS-91342. New format. Evangelista
1 Jan 2011 Mick Cuppari procedure
Albertini
Changed ‘authority to work’ to review team
‘permit to work’
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