Safety And Accident Prevention Management / Administration System (SAMAS) _ Safety, Health and Environment Procedures _ Contractors Initial Safety, Health and Environmental Meeting

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Section 11: Health and Safety Page 1 Part 2.3.07: Contractors Initial Safety, Health and Environmental Meeting 2 SAFETY AND ACCIDENT PREVENTION MANAGEMENT / ADMINISTRATION SYSTEM (SAMAS) ... 1 2.3... SAFETY, HEALTH AND ENVIRONMENT PROCEDURES... 1 2.3.7 CONTRACTORS INITIAL SAFETY, HEALTH AND ENVIRONMENTAL MEETING 1 2.3.7.1 Responsibilities.. 4 2.3.7.2 Definitions .. 4 2.3.7.3 Actions Required to Implement This Procedure ... 5 2.3.7.4 Reference Documents ... 6 2.3.7.5 Author 6 2.3.7.6 Approvals ... 6 QCS 2014 Section 11: Health and Safety Page 2 Part 2.3.07: Contractors Initial Safety, Health and Environmental Meeting Process Map Project/Site Manager Contractor Supervisors SHE advisor Evaluate each Contractor Scope of Works to assess Risk Rating SHE FRM 7 02 3.1 Attend Contractor SHE Meeting when required 3.1 Arrange for Contractors and others to attend the pre-start SHE meeting 3.1 Where the Activity Risk Rating is high, notify the SHE Advisor 3.1 Review the Contractors Pre-start Agenda in line with the “Creating a Safe Environment” document and record the outcome of discussions 3.1 Monitor the site performance against the agreed record 3.1 Address any non-compliance noted during monitoring 3.1 Key Activity Guidance QCS 2014 Section 11: Health and Safety Page 3 Part 2.3.07: Contractors Initial Safety, Health and Environmental Meeting PURPOSE 1 The purpose of this procedure is to provide appropriate SHE information to sub-contractors and ensure a clear and common understanding in respect of contractor’s activities, obligations, responsibilities and expectations in relation to SHE matters. SCOPE 1 This procedure covers all COMPANY Projects and locations under the control of COMPANY. A COMPANY is defined as the organization with responsibility for management of safety at a construction site. QCS 2014 Section 11: Health and Safety Page 4 Part 2.3.07: Contractors Initial Safety, Health and Environmental Meeting 2.3.7.1 Responsibilities SHE DIRECTOR 1 Authorises this procedure PROJECT/SITE MANAGER 2 Ensures that any initial safety meeting, as defined in the procedure, is carried out in accordance with this procedure and relevant information is communicated to interested parties. SHE MANAGER/ADVISER 3 Provides advice and support in the application of this procedure. SUPERVISOR/CONTRACTORS CO-ORDINATOR# 4 To monitor any identified arrangements are adhered to and report any non-compliance to Contractor/Project Manager. QUANTITY SURVEYOR/ESTIMATOR/BUYER 5 Where they are responsible for the procurement of the contractor, they are to ensure that a copy of the Safe Delivery Document is included in the enquiry/tender documentation and that the contractor acknowledges receipt. 2.3.7.2 Definitions CONTRACTOR 1 The organisation undertaking the activity or arranging for the activity to be undertaken. HIGH RISK ACTIVITIES 2 Any work evaluated as High Risk on form SHE-FRM-7-02 ANY WORK INTERESTED PARTY 3 Any person/s who will benefit and/or need to know the information or arrangements that are defined in the outputs/actions from the initial safety meeting, detailed in this procedure. QCS 2014 Section 11: Health and Safety Page 5 Part 2.3.07: Contractors Initial Safety, Health and Environmental Meeting 2.3.7.3 Actions Required to Implement This Procedure SCOPE OF WORK 1 TheProject/Site Manager will evaluate each contractor’s scope of work to assess the Risk rating, using form SHE-FRM-7-02. HIGH RISK ACTIVITY 2 The Project/Site Manager will notify SHE Adviser of any meeting taking place, for High Risk activities. 3 The SHE Advisor will attend any meeting for High Risk activities when requested to by the Project Manager. SITE ARRANGEMENTS 4 The Project/Site Manager shall ensure the Contractor is aware of site arrangements for Safety, Health and Environmental issues by holding an initial SHE meeting prior to the Contractor commencing work on site. RECORDS 5 In conjunction with the COMPANY Safe Delivery Document each item in the checklist at SHE-FRM-7-01 – Checklist for Contractor’s Initial SHE Meeting shall be covered or deleted/struck through where not applicable, and where appropriate a record of the discussion taken. RECORD STORAGE 6 On completion of the checklist it shall be stored for record purposes and distributed to all interested parties who have duties identified within the checklist detail. This, for example, could include the Contractors Site Manager, Supervisor and Safety Manager, who needs to be informed in relation to any of the arrangements/agreements. PERFORMANCE MONITORING 7 The Project Manager / Supervisor(s) / Co-ordinator(s), shall monitor the performance of the contractor against the agreements made to ensure compliance, and report on any nonconformance. NON COMPLIANCE 8 The Project Manager will act on any Reports to ensure the non- compliance is addressed. QCS 2014 Section 11: Health and Safety Page 6 [Show More]

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