Pre Purchase Assessment by jph15523

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									               PORT MACQUARIE - HASTINGS COUNCIL

    Pre – Purchase Assessment Procedure

Contents                                                      Page

Introduction                                                  2

Definitions                                                   2

Consultation                                                  2

Responsibilities                                              2,3

Policy Links                                                  3

Procedure                                                     3,4

Pre Purchase Process Flowchart                                5




Appendix

A     Pre Purchase Checklist - General

B     Pre Purchase Checklist - Plant

C     Pre Purchase Checklist - Substances

D     Pre Purchase Checklist - Furniture

E     Pre Purchase Checklist - Electric / Air Operated Hand Tools




                            January 2005
INTRODUCTION
The purpose of this procedure is to gain a perspective of the OH&S
implications of any new item that is intended to be introduced to Council.

Where a risk is identified, it does not mean that the item cannot be purchased.
However, it does enable OH&S risks to be identified and risk control
measures to be factored into the selection, purchase and commissioning of
the item.

In doing so, the possibility of health and safety implications developing in the
future are reduced in the item itself or safe work procedures are written in
advance prior to its use.


DEFINITIONS
For the purposes of this document, items are classified as:

Plant:        any item of machinery and attachable equipment . E.g. Tractor &
              Slasher

Substance: any natural or artificial material. E.g. Acid

Furniture:    any table, chair, desk, cabinet or stool.

Power Assisted
Hand Tools: any handheld electrical / air operated instrument for performing
            mechanical operation. E.g. Jack Hammer



CONSULTATION
When an item that has implications to the health and safety is being
considered for purchase, staff that will be involved in its storage, handling,
operation or use, must be given the opportunity to be actively involved in the
pre-purchase assessment and permitted to contribute their views before a
final selection is made.


RESPONSIBILITIES
Team Leaders and Coordinators will have ultimate responsibility to ensure
this procedure is followed with input from various sections if required.

The staff member signing-off on the purchase must be satisfied that this
procedure has been followed.

The Plant Manager in conjunction with a “Plant Selection Committee”
comprising all relevant end users will consider all safety, operational &
mechanical aspects prior to any agreed plant purchases.

Specifications in council quotation / tender documents, must specify all
compulsory safety requirements for the particular plant & equipment
being purchased.

                                        2
The OH&S Regulation 2001 specifies responsibilities of Designers,
Manufacturers, & Sellers (Supplier) of plant to assess, control & review risks
and provide information to end users on any known hazards and operational
safety requirements.


The following parties are required to provide information about new items of
plant:

       Designer must give information to Manufacturer


       Manufacturer must give information to Supplier


   Supplier must give information to Employer (Purchaser)



    Employer must use information to assess, eliminate or
                       control risks


         Employer must give information to Worker




POLICY LINKS

This procedure should be read in conjunction with the following Council
policies:

      Purchasing Policy
      Hired Plant & Equipment Risk Assessing Policy
      Safe Use & Operation of Plant Policy
      Managing Contractors OH&S Risks Procedure No.29




PROCEDURE
   1. Complete the Pre-Purchase Checklist – General form (Appendix A),
      in conjunction with the Plant, Substances, Furniture or Hand -Tool
      checklist appropriate for the item.

   2. Consult with the relevant staff about the purchase of plant, equipment,
      services and material.




                                       3
   Before purchasing any equipment or substances the following
   procedures are observed:
      •   The Supplier / manufacturer provides such information as
          necessary to ensure the hazards and risks can be properly
          assessed and controlled;


      •   If purchasing plant and equipment with identified OH&S
          implications, a trial must be conducted in consultation with the
          end users. Feedback is to be recorded on the Pre Purchase
          Checklist.

      •   Applicable legislative requirements and Australian Standards
          must be observed. Legislative and Australian Standards
          requirements are to be documented on the Pre Purchase
          Checklist. The Safety Coordinator may be contacted to provide
          information regarding Australian Standards and OH&S
          legislative requirements.

      •   A risk assessment has been undertaken with regard to its
          potential use at the workplace. In undertaking the risk
          assessment the following factors are to be considered:
          o Hazards and risks presented by the item to be purchased;
          o Manner in which it is to used;
          o Suitability of the item for the purpose;
          o Opinions of the users of the item.


      •   Effective risk management procedures are in place before the
          equipment or substances are used at the workplace;
      •   Upon use at the workplace the risk management procedures are
          reviewed to ensure their adequacy;
      •   In the light of the review such remedial measures as necessary
          are implemented.


3. Smaller / minor items that are purchased through Council Stores do not
   require this assessment to be conducted prior to purchase. However
   products are expected to be good quality and Australian Standards
   approved.
   Examples of these would be: small “non electric or air operated” tools
   such as small hammers, tape measures, levels, shovels, rakes,
   crowbars etc.


4. Repeat purchases can be covered by the original Pre-Purchase
   Checklist provided that there are no significant changes to the item.




                                   4
          Pre Purchasing Process Flowchart

                            Consideration to
                              Purchase



              Consultation has occurred with all staff
              who will use & maintain the equipment
                                  &
             a Risk Assessment has been completed
             with regard to the items potential use at
                          the workplace.



                               Complete
                             Pre Purchase
                               checklists



                     Specific Safety Specifications
                    required are included in tender /
                          quotation documents



                         Can Suppliers meet all
                         safety requirements ?




       YES                                                  NO



Purchase item and                                   Decision to purchase
  monitor safety                                     re-evaluated with
                                                       relevant staff




                                                    If going ahead with
                                                   purchase, implement
                                                  safety control measures
                                                        and monitor
                                                        effectiveness



                                   5
PRE - PURCHASE CHECKLIST General
                                                                Appendix A
General Details

 Description of item to be purchased:
 Brand or manufacturer:
 Supplier:
 Address:
 Ph No:
 Person Requesting Purchase:
 Person Authorising Purchase:


Purpose / Uses




Consultation
An asterisk (*) indicates staff that must be included when completing the
checklists. Other staff listed must be included as the need arises.

 Staff                              Name(s)
 Operators / Users *

 Supervisor *

 Coordinator *

 Section Manager

 Plant Superintendent/Coordinator

 Stores

 Safety Coordinator

 Installation / Maintenance /
 Cleaning Staff

 Site-Safety Representative *

 Safety Review Committee
 Contractors



                                        6
   PLANT CHECKLIST                                  Appendix B

                                    Required /
  OH&S Pre-Purchase Check           Obtained /   Comments
                                    Considered
1. Technical data & Operators’
   manual obtained                   YES / NO

2. Relevant Codes of Practice,
   Australian / New Zealand          YES / NO
   Standards etc
3. Operator licence, permit,
   certificate of competency,
                                     YES / NO
   Training or instructions
4. Plant requires WorkCover
                                     YES / NO
   Registration

5. Risk Assessment Conducted         YES / NO

6. Plant has been trialed by
                                     YES / NO
   Operator /User or Coordinator.

7. Noise dB(A) less than 85 &
                                     YES / NO
   vibration considered

8. Manual handling, Seating
                                     YES / NO
   (Ergonomic factors)

9. Personal Protective
   Equipment & Clothing              YES / NO

10. Guarding, emergency stops,
                                     YES / NO
   isolation systems

11. Installation / Commissioning     YES / NO

12. Storage, transportation &
                                     YES / NO
   working space

13. Safety Signage                   YES / NO


14. Public Safety                    YES / NO


15. Pinch-points                     YES / NO

16. Safe Work Practice
                                     YES / NO
    (e.g. SWMS)

17. Safer alternative available?     YES / NO

                                        7
18. Electrical item registered for
   testing / tagging                    YES / NO


19. Is the plant Second Hand?           YES / NO
     If so, is it safe to use?          YES / NO


20. Other to be considered              YES / NO




    Plant Trial Feedback Notes
    Name of Item:____________________________________________________

Name of Operator                     Date                  Comments




    I ………………………………….. (name of staff member authorising purchase)
    declare that I am satisfied that a reasonable effort has been made to consider
    the Occupational Health and Safety implications of introducing this item to
    Council.


    Signature……………………………………….. Date ___/___/___




                                            8
    Substances Checklist                                        Appendix C

OH&S Pre-Purchase Check                     Required /            Comments
                                            Obtained /     (If no comment write “N/A”)
                                            Considered
MSDS obtained from supplier                  YES / NO

Classified as Hazardous                         YES / NO

Classified as Dangerous Good (DG)               YES / NO

Classified as Poisonous                         YES / NO

Note: if the MSDS indicates that the substance is not classified as Hazardous or
Dangerous, there are no further pre-purchase checks required.

Classified as a Pesticide                       YES / NO

User licence, permit certificate of
competency, training or instructions            YES / NO
Clear labeling on container
i.e. DG and Hazardous Substance                 YES / NO
labeling

Chemical Risk Assessment
                                                YES / NO
conducted
DG Storage/ transport / fire protection /
emergency requirements / first aid              YES / NO

Manual handling
                                                YES / NO
(Ergonomic factors)
Monitoring required for smokes, mists,
vapors and fumes                                YES / NO
Health assessment/
Surveillance required                           YES / NO

Spill / cleanup, waste disposal
procedures                                      YES / NO

Personal Protective Equipment &
Clothing                                        YES / NO


MSDS Register updated                           YES / NO

Safety Signage                                  YES / NO

Public Safety                                   YES / NO



                                            9
Safe Work Practice (e.g. SWMS)                 YES / NO

Safer alternative available                    YES / NO

Other to be considered                         YES / NO




    I ………………………………….. (name of staff member authorising purchase)
    declare that I am satisfied that a reasonable effort has been made to consider
    the Occupational Health and Safety implications of introducing this item to
    Council.


    Signature………………………………………..                      Date ___/___/___




                                          10
Furniture Checklist                                   Appendix D

Chairs and Desks that have been accredited with the Australasian Furnishing
Research and Development Institute (AFRDI) or designed / manufactured in
accordance with the below mentioned Australian Standards, will help
guarantee a high quality, durable and ergonomically designed product.
Accredited items can be found at: www.furntech.org.au or identified by the
“AFRDI Blue Tick” on the product.


OH&S Pre-Purchase          Required /                 Comments
Check                      Obtained /          (If no comment write “N/A”)
                           Considered
Item is approved by
AFRDI                        YES / NO

Note: If the item is approved by AFRDI, no further pre-purchase checking is
required.
Office Swivel Chair
complies with                 YES / NO
AS/NZS 4438
Fixed Height Chair
complies with                 YES / NO
AS/NZS 4688
Desks and Workstations
complies with                 YES / NO
AS/NZS 4442 and/or
4443
Plastic Monobloc Chair
complies with                 YES / NO
AS/NZS 3813
Furniture edges have a
radius and do not have        YES / NO
sharp edges




I ………………………………….. (name of staff member authorising purchase)
declare that I am satisfied that a reasonable effort has been made to consider
the Occupational Health and Safety implications of introducing this item to
Council.


Signature………………………………………..                      Date ___/___/___




                                      11
Electric / Air Operated Hand Tools Checklist
                                                          Appendix E

OH&S Pre-Purchase                 Required /   Comments ( If no
Check                             Obtained /   comment write “N/A”)
                                  Considered
Technical data & information
relevant to OH&S obtained          YES / NO
Relevant Codes of Practice,
Australian/New Zealand             YES / NO
Standards
Operator licence, permit,
certificate of competency,         YES / NO
Training or instructions
Tools required to be registered    YES / NO

Tools have been trialed by
Coordinator, Operator / User       YES / NO

Noise dB(A) & vibration            YES / NO

Manual handling
(Ergonomic factors)                YES / NO

Guarding, emergency stops,
lockout isolation systems          YES / NO
Installation / Commissioning       YES / NO

Storage, transportation &          YES / NO
working space

Personal Protective                YES / NO
Equipment & Clothing

Electrical Tools registered for    YES / NO
testing / tagging (Notify
Electrical Services Tagging
Officer)
Safety Signage                     YES / NO

Public Safety                      YES / NO

Safe Work Practice
(e.g. SWMS)                        YES / NO
Safer alternative available        YES / NO

Other to be considered             YES / NO




                                     12
I ………………………………….. (name of staff member authorising purchase)
declare that I am satisfied that a reasonable effort has been made to consider
the Occupational Health and Safety implications of introducing this item to
Council.


Signature……………………………………….. Date ___/___/___




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