This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here: http://flevy.com/browse/business-document/pro-001-sub-contractor-engagement-guidelines-339 This document will assist organisations when engaging sub-contractors and is specific to health and safety. The documents provides information for sub-contractors regarding mobilising their people and plant to site. PRO-001 covers items such as: scope, inductions, meetings, specific dates, minimum specifications for documentation, competency requirements and medical requirements for people. This document provides a framework and is provided in word so it can be expanded upon. It is most useful for organisations who are engaging a number of sub-contractors, as it can provide all relevant information to them in a clear and consistent manner. This procedure supports the Health, Safety and Environmental Plan 001 which can be found on this site.

1. (Insert Co Name)
PRO-001
SUB-CONTACTOR ENGAGEMENT
GUIDELINES
Revision Control:
REVISIO
N
DATE
DESCRIPTION
REVIEWED
BY
AUTHORISED
00
(Insert Co. name and ABN)
PRO 001 Sub-contract engagement guidelines Rev 00
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2. (Insert Co. Name)
1.
Contents
1.
Contents .................................................................................................................. 1
2.
Job Details ............................................................................................................... 2
3.
Intent ....................................................................................................................... 2
4.
Introduction .............................................................................................................. 2
5.
Sub Contractor Pre-Commencement Meeting ......................................................... 2
6.
On-boarding People ................................................................................................ 2
6.1
6.2
6.3
Induction Requirements (amend according to client requirements) ....................................2
Competency and Challenge testing ....................................................................................3
Medical and Functional Capacity Assessment ...................................................................3
7.
Bringing Plant on to Site (amend according to client requirements) ........................ 3
7.1
7.2
Excavators - Specific Requirements (amend according to client requirements) ..................4
Other Plan - Specific Requirements ...................................................................................4
8.
Safety Health and Environmental Work Method Statement (SH&EWMS) ............... 4
9.
Take 5's ................................................................................................................... 5
10.
Safety Observations and Inspections ...................................................................... 5
11.
Consultation and Communication ............................................................................ 5
12.
Attachments ............................................................................................................ 5
Appendices
Note: Appendices are only supplied where the client has stipulate we use their forms, otherwise
suppliers, plant hire companies and sub contractors can use their own form to address the onboarding criteria.
APPENDIX A - Checklist and Record of Pre-Subcontract Discussions
APPENDIX B - Plant Operators Assessment
APPENDIX C - Hired In Plant Inspection
APPENDIX D - Hired In Plant Inspection - Cranes
APPENDIX E - Contractor SH&EWMS Review Checklist
APPENDIX F - Weed Hygiene and Fire Ant Declaration
APPENDIX G – (Insert Co. Name) HSE Plan
(Insert Co. Name)
PRO 001 Sub-contract engagement guidelines Rev 00
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3. (Insert Co. Name)
2.
Job Details
Client:
Location:
Scope of Works:
3.
Intent
It is well known that a thorough and professional on-boarding process for suppliers, plant
hire companies and sub contractors will help us achieve our goal of incident and injury free.
This guideline is as a user friendly document for use by suppliers, plant hire companies and
sub contractors. The intention is to provide you with a guideline that will assist you mobilise
to site in accordance with (INSERT CO. NAME) minimum requirements. This document is
specific to health, safety and the environmental aspects of your scope.
(Note: This is not an offer of engagement).
4.
Introduction
(INSERT CO. NAME) is committed to delivering continued excellence through all areas of
business and we would ask that you work with us to achieve the following:


Ensure the environment is not adversely affected by our operations.

Foster a quality culture of “ Do it once, do it right and do it well”.

To respect the community.

5.
To operate incident and injury free.
To provide our clients with an excellent experience.
Sub Contractor Pre-Commencement Meeting
All major works sub-contractors will be required to attend site for a pre-commencement
meeting. The meeting is intended to get things on the right track and to introduce subcontractors to (INSERT CO. NAME) and our client's site specific practices and procedure.
6.
On-boarding People
6.1
Induction Requirements (amend according to client requirements)
The following inductions are applicable:


(INSERT CO. NAME) Company Induction - for persons who actively work within the
scope of the operation.

(Insert Co. Name)
General Industry (Construction) Induction (White card registered RTO).
Visitor Inductions – all visitors to site (people who are not company inducted).
PRO 001 Sub-contract engagement guidelines Rev 00
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4. (Insert Co. Name)

Work Activity Induction - Task specific training ie SWMS.

Client Induction - Any induction required by the client.
Inductions can be arranged by contacting (INSERT CO. NAME) on (insert contact details).
The following documentation must be brought to site by the person receiving the induction.

General construction industry induction card;

Certificate of competency (Plant, dogman, crane, rigger, confined space etc);

Recognized photographic identification;

Driver license for those operating a vehicle.
Note: We cannot induct any person who arrives late, does not bring the required
documentation or who has not booked in advance.
(Insert location, time and any other client specific requirements).
6.2
Competency and Challenge testing
(amend according to client requirements)
6.3
Medical and Functional Capacity Assessment
(As per client requirements)
7.
Bringing Plant on to Site (amend according to client requirements)
Prior to plant coming to site the following documentation must be supplied for each item of
plant:

Plant inspection certificate (stating the plant is safe for the intended use),

Copies of the recent service records that demonstrate the plant has been inspected
in accordance with manufacturers requirements.

An operators manual in the cab.

Weed Hygiene and Fire Ant Declaration and note that plant must be cleaned of dirt
and mud prior to arrival on site.

A plant risk assessment (PRA) for each specific item of plant. For those companies
without a current plant risk assessment there are three options:
o
o
o
Attach is Form 001 Plant Risk Assessment for your use.
The following link may be of assistance Plant Risk Assessor.
You may develop your own PRA.
(Note (INSERT CO. NAME) does not warrant that a PRA supplied by Plant Risk Assessor or other means will be
accepted by our clients).

(Insert Co. Name)
Additional information for cranes:
o Rigging gear register (in each crane).
o Registration.
o Annual crane inspection record.
PRO 001 Sub-contract engagement guidelines Rev 00
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5. (Insert Co. Name)

Light vehicles will require a UHF radio, fire extinguisher, first aid kit, reverse
alarm, flashing amber light, identification numbering and be road registered.
Forward all plant documentation, in one email per item of plant to (Insert e-mail)
Note: Allow seven days for review and approval of documentation. Once the documentation is received, plant will be
inspected and issue an approval to operate sticker.
7.1
Excavators - Specific Requirements (amend according to client requirements)
All excavators will require the following:

Excavators over 6000kg are fitted with Roll Over Protective Structure (ROPS),

Excavators under 6000kg are fitted with Tip Over Protective Structure (TOPS),

Excavators involved in work subject to falling objects or object penetrating the cab must
also be fitted with ROPS and Fall On Protective Structure (FOPs).

Excavators used as cranes will require the following:

The SWL must be displayed in a prominent location,

The excavator must have an audible warning device (horn),

There must be a closed certified lifting point

Burst valves that comply with ISO 8643 must be fitted to the boom cylinders for any
machine rated to lift greater than 1 tonne.

There must be a level indicator.

A single value lifting chart displayed containing the maximum distance the excavator
can lift in the worst configuration.

Lifting gear has a current test and tag on lifting gear, inspect lifting gear prior to use.
Note: Where there is a requirement to access the counterweight weight and this places a person at risk of falling,
the excavator must be fitted with handrails.
7.2
Other Plan - Specific Requirements
(amend according to client requirements
8.
Safety Health and Environmental Work Method Statement (SH&EWMS)
All supplier sub-contractors (SH&EWMS) are required to submit project specific SH&EMWS
that comply with legislation and client requirements.
(Attachment E) may contain a clients SH&EWMS review checklist, where supplied the subcontractor's SH&EWMS will have to comply with the review checklist.
Note: Allow seven days for review and approval of a SH&EWMS.
(Insert Co. Name)
PRO 001 Sub-contract engagement guidelines Rev 00
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6. (Insert Co. Name)
9.
Take 5's
Each person is required to complete a Take 5 when any of the following situations occur:
 Starting shift
 The job task changes
 The job environment changes
 A new hazard is introduced
Take 5s are to be kept on the person and retained for record keeping purposes.
10.
Safety Observations and Inspections
The intent of an observation is to review the effectiveness of and compliance to a particular
SH&EWMS. The intent of a safety inspection is to verify compliance to site rules and
conditions such as housekeeping, plant inspections etc. Contractors are required to
participate in weekly observations and inspections.
11.
Consultation and Communication
Monthly OHS Committee meeting will be undertaken on the project, contractors may be
asked to participate in these meetings.
Monthly toolbox talks are held onsite, sub contractors onsite at the time of the toolbox are
required to attend.
Pre-shift meetings are conducted onsite everyday, sub contractors attending site must
attend a brief shift briefing.
12.
Attachments
A – Checklist and Record of Pre-Subcontract Discussions
B - Plant Operators Assessment
C – Hired Plant Inspection
D – Hired In Plant Inspection – Cranes
E – SH&EWMS Review Checklist
F – Weed Hygiene and Fire Ant Declaration
Note: Appendices are only supplied where the client has stipulate we use their forms, otherwise
suppliers, plant hire companies and sub contractors can use their own form to address the onboarding criteria.
Note: This document should be used as a guide only; it does not replace any legal requirements or obligation imposed on
the sub-contractor, contractually or otherwise. This guideline is subject to change without notification.
(Insert Co. Name)
PRO 001 Sub-contract engagement guidelines Rev 00
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