Part 2.3.07: Contractors Initial Safety, Health and EnvironmentalMeeting
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 EnvironmentalMeeting
Process Map
Key
Activity
Guidance
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.
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.
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.
2.3.7.4 Reference Documents FORMS
1 Checklist for Contractor’s Initial SHE Meeting – (SHE-FRM-7-01) 2 Risk Evaluation form – (SHE-FRM-7-02)
DOCUMENTS
3 Qatar Regulatory Document (Construction) RD1.1.4 and RD1.1.8 4 Standard SHE Rules for Subcontractors 5 Contract Documents 6 CDM Evaluation Information
2.3.7.5 Author
SECTION NAME POSITION IN COMPANY CONTACT DETAILS
SHE Manager
2.3.7.6 Approvals Section A
NAME POSITION IN COMPANY SIGNATURE & DATE
Approved by: SHEQ Director
Contract: Contract Nr.:
Venue: Meeting Date:
Subject to Contract
The matters agreed at the pre-contract meeting, as recorded in these minutes, are not binding on the parties unless and until the issue by . …………of a Letter of Intent or Sub-Contract order. Once a Letter of Intent or Sub-Contract order is issued by …………….. the matters set out in these minutes shall be incorporated as terms and conditions of the Letter of Intent and / or Sub-Contract, as appropriate.
Subcontractor Trade:Name:
Trading
Contract Address:
Address:
Tel. Nr.
Tel. Nr.
Mobile Nr.:
Mob. Nr.:
Fax Nr.:
Fax Nr.:
e-mail: e-mail:
Subcontractor's Representatives Present Company Representatives Present
JobName Name Job Title Title
By signing below, the Sub-Contractor’s representative is deemed to have the authority to agree to the following and hereby confirms that these minutes are a true and accurate record
Name: Name:
Signature: Date Is the Sub-Contractor approved within the COMPANY Pre Qualification System?: YESSubcontractor Staff Responsible NO Signature: Date If NO refer to COMPANY Regional Commercial Director before proceeding with this meeting or any works COMPANY Staff Responsible
Director / Principal: Project Manager:
Manager / Supervisor: Contract Manager
Foreman: Foreman:
Safety Advisor SHE Advisor:
First Aider: First Aider:
The Sub-Contractor proposes to Sub Let the following works The prior written consent of COMPANY is a condition precedent to any sub letting or assignment of the Sub-Contract works or any part thereof.
Item to be Sub Let Company Details
Section B
SCHEDULE OF ATTENDANCE CONTRACT…………………………………………..CONTRACTOR…………………………………………..
Item N/A Provided by Maintained By Records & Inspections By
……….. Contractor ………… Contractor ………….. Contractor
Mechanical Plant
Small tools and tackle
Access Scaffold
Cradles/Suspended Access Equipment
Mobile Elevated Work Platforms
Public Protection / Fans etc
Bandstands, hop-ups etc South West Architecture
Safety Scaffold
Roof edge protection
Unloading N / A N / A N / A N / A
Distribution of materials N / A N / A N / A N / A
Hoist
Piling mat N / A N / A
Crane facility
Lifting gear
Offices, stores etc N / A N / A
Space for offices, stores etc N / A N / A N / A N / A
1st Aid equipment
First aid room
Water Supply N / A N / A
Electrical Power 110v
Leads, spiders etc
Safety Lighting
Task Lighting
Set out grid lines and levels N / A N / A
Set out from grid lines and levels N / A N / A
Clear rubbish to centre point N / A N / A N / A N / A
Clear away rubbish on a daily basis N / A N / A N / A N / A
Skips N / A N / A N / A N / A
Protection of work in progress N / A N / A
Protection of work on completion N / A N / A
Remove temporary protection (from other trades) and make good N / A N / A N / A N / A
Holes and chases (mark/cut) N / A N / A N / A N / A
Signed for COMPANY Date: Signed for Contractor Date:
Section C Scope & Definitions
The purpose of the meeting is to ensure that there is a clear and common understanding as to the package contents, respective obligations, responsibilities and expectations. The term “Contractor” throughout these minutes shall mean the prospective Sub-Contractor named above, and subject to the requirements of section A the agreements reached shall apply to ALL sub-sub-contractors appointed by the sub-contractor to carry out works on his behalf.
All Reference to numbered rules in this document are the rules contained ………………. Creating a Safe Environment Document, which has been issued to the subcontractor and forms part of the Sub-contract and Suppliers conditions.
Matters for Discussion
Notes / Actions (Delete Where Not Applicable)
(Agreement Reached or N/A)
Appointed Persons & Duty Holders COMPANY
Contractor The following persons were identified as carrying out the specified roles for the Contractor on this project.
(a)
Manager / Supervisor
(b)
Forman / Foremen
(c) Site Safety Supervisor
(d)
Temporary Works Co-ordinator
Temporary Works Supervisor
(e)
COSHH Co-ordinator
(f)
First Aiders
(g)
Emergency/Fire Marshall
(h)
Waste Controller
(i)
Scaffold Inspector
(j)
Electrical Duty Holder
(k)
Safety Advisor / Supervisor
(l)
Services Co-ordinator
(m)
Plant Co-ordinator
(n)
Appointed Person for Cranes
(o)
Crane Supervisor/s
(p)
Induction Presenter
Where these names are not known at this time they are to be advised to ……………….. in writing not less the 2 weeks prior to commencement of the Contractors Works. Failure by the Contractor to notify by this time may delay the start of the contractors works.
Section D
General
Copy provided
…………… to provide the Contractor with a copy of the Project’s
/ Available in …………. site office
Construction Phase Plan and/or specify where available on site.
Health & Safety File / Operational & Maintenance Manuals / As installed
Drawings
The Contractor is to supply the following to be included in the CDM Safety File
Details to be added as appropriate to the project
All information is to be Delivered to ……………….. as specified by the Project
manager and in any case within 14 days of the completion of the contractor's
works, or 7 days before the practical completion date of the project which ever is
the sooner.
OR*
………………… confirmed that these are not required.
The contractor will be issued with a copy of the COMPANY Document “Creating a Safe Environment” which contains reference in the form of Rules to the topics listed below.
The COMPANY Manager and the representative of the Contractor at this meeting will review the Creating a Safe Environment Rules and indicate:
1.
Whether the rule applies to the contractors works , and
2.
The contractors understanding and agreement to those applicable rules.
In addition to these rules some of the topics require further site specific details to be agreed, these specifics are contained in Section E of this document and where applicable the attendees must discuss these items and reach agreement or detail the actions to be taken in the relevant sections, in order for the works to be carried out in a controlled and safe manner.
Where agreement cannot be reached then the work must not proceed until persons of appropriate seniority have discussed and assigned actions to enable the works to be carried out safely and without risk.
Applicable
Agreement &
Item / Rule
Yes / No
Understanding Confirmed (9)
Entry to site
Yes / No
Site Safety, Health and Environmental supervision and visits (see additional
3.0 Yes / No
information in section E)
Safety, Health and Environmental training, instruction and competence (see
4.0 Yes / No
additional information in section E)
5.0 First aid and welfare facilities Yes / No
6.0 Pre-agreement as to safe work procedures (see additional information in sectio
Yes / No
E)
7.0 Permits to work (see additional information in section E) Yes / No
8.0 Housekeeping (see additional information in section E) Yes / No
9.0 Fire precautions (see additional information in section E) Yes / No
10.0 Personal Protective Equipment (see additional information in section E) Yes / No
11.0 Hazardous substances (see additional information in section E) Yes / No
12.0 Environmental impact Yes / No
13.0 Waste management (see additional information in section E) Yes / No
14.0 Work at height (see additional information in section E) Yes / No
15.0 Scaffolding and safe means of access Yes / No
16.0 Mobile Plant Yes / No
17.0 Other plant and equipment (see additional information in section E) Yes / No Lifting operations and lifting equipment (including Piling)(see additional
18.0 Yes / No
information in section E)
19.0 Excavations and confined spaces Yes / No
20.0 Electrical work (see additional information in section E) Yes / No
21.0 Noise at work Yes / No
22.0 Asbestos Yes / No
23.0 Explosives and sources of ionising radiation Yes / No
24.0 Services and operating processes Yes / No
25.0 Substance abuse Yes / No
26.0 Reporting of accidents and dangerous occurrences Yes / No
27.0 Statutory improvement, prohibition and other notices Yes / No
28.0 Safety representatives, safety committees and worker engagement Yes / No
29.0 Non-English speaking personnel Yes / No
30.0 Temporary works/false work/formwork (see additional information in section E) Yes / No
31.0 Manual Handling Yes / No
32.0 Demolition (see additional information in section E) Yes / No
33.0 Vehicle drivers including delivery drivers Yes / No
34.0 Installation and commissioning of lifts Yes / No
35.0 Working in occupied premises Yes / No
Section E
Additional Topics to be discussed in Detail and agreement reached
3 3a INSPECTIONS & AUDITS THE CONTRACTOR AGREED TO UNDERTAKE REGULAR SITE SHE INSPECTIONS AT A FREQUENCY AGREED BY COMPANY. Yes /No The Contractor indicated that he would be undertaking Senior Manager SHE inspections / audits. Yes / No The following requirements were confirmed to the Contractor The contractor will be encouraged to participate in the COMPANY VOICE consultation process and COMPANY Behavioural Change Programme which will be / is running on this project.
6 6a South West ArchitecturePRE-AGREEMENT AS TO SAFE WORK PROCEDURES RISK ASSESSMENT/SAFETY METHOD STATEMENT The contractor and COMPANY agreed a schedule for the submission of SHE Method Statements prior to commencement of the work activity (attach schedule to these minutes) Yes / No The following requirements were confirmed to the Contractor The attached Method statement review form will be used to assess the completeness of the Contractors Method statements, the contractor should ensure that all the relevant points noted on the review sheet are addressed.
7 7a Permit to Work The following permits will operate on this project:
8 8a Housekeeping & Clearance of Rubbish The storage area for the Contractors materials was agreed as.
9 Liquefied Petroleum Gases / Welding and Cutting The contractor will be bringing LPG to site Yes / No The contractor indicated he would be carrying out welding / cutting operations Yes / No The location of the storage for gas bottles was agreed with COMPANY site management as
9b South West ArchitectureFlammable Liquids and Compounds Are any types of flammable liquids or compounds e.g. petrol, diesel, Solvents, mastics etc. to be brought to site by the contractor Yes / No If Yes the contractor is to provide detail The location of the storage for flammable liquids etc was agreed with COMPANY site management as
10 Personal Protective Equipment COMPANY will provide PPE to the contractor as a last resort but will charge the contractor at the following rates; Safety Helmets Hi Viz Vest Standard Gloves Standard Light Eye Protection Ear Protection (Muffs) Safety Boots Other (Specify)
11 Hazardous Substances Does work involve the use of any substances that can give rise to hazards in use? Yes / No
11a 11b If Yes the contractor is to provide detail COMPANY provided a list of substances to Contractor that may affect his employees on site, including land contamination or biological hazards. List to be attached to this document Yes / No
12 12a 12b Environmental Impact Are any substances being used that may harm the environment If Yes Details are to attached to this document Yes / No Are there any contaminants which may affect the Contractor’s working area? If yes COMPANY are to supply details and a list is to be attached to this document Yes / No
13 13a Waste Management The Contractor was informed of the locations of disposal skips & the recycling arrangements which will be adopted & the arrangements for temporary storage. Yes / No South West Architecture
14 14a Work At Height Specify any access equipment e.g. elevating platforms, MEWPS or facilities for safe working places e.g. scaffolding, edge protection to be used by the Contractor’s.
18 Piling Operation The Contractor supplied details and specification of the Piling Mat If yes a copy is to be attached to this document Yes / No
20 Electrical Work A Copy of The COMPANY Rules for Electrical Safety (RES) has been issued to the contractors as the works they are undertaking involve the provision of or connection to electrical systems or equipment Yes / No
22 Asbestos It has been identified that this project / building contains Asbestos Containing Materials (ACMs). If yes the contractor was made aware of the requirement for ALL persons who work on this Project to have suitable asbestos awarness training. NB any person not able to provide evidence will not be admitted to site. Yes / No
30 South West Architecture Temporary Works / Falsework / formwork The Contractor confirmed that his work will require elements of temporary works. The contractor confirmed that he will be designing the Temporary Works and therefore will have additional duties under CDM. The contractor confirmed his appointed Temporary Works Supervisor for his works is: Yes / No Yes / No TEMPORARY WORKS DESIGN If the contractor has indicated that temporary works design will be included in their scope of works the following information should be provided for the design staff to be employed on this project (direct and agency) and the breakdown of relevant qualifications and experience. Name Employer Discipline Qualifications / Experience The following requirements were confirmed to the Contractor A Temporary Works Co-ordinator has been / will be appointed. The Contractor’s full co-operation is required in helping to ensure that his duties can adequately be fulfilled.