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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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