Appendix A – RRC Contractor Safety Program
1.0 Contractor Representatives
Designation of Competent Person: Each contractor shall designate a competent person as defined by Manitoba Regulation 217/2006 to implement and enforce the site safety requirements. A competent person from each contractor must be on site whenever they have employees working on site.
Designation of a Site Safety Representative: Each contractor shall appoint a site safety representative that will be present on site at all times. If the site safety representative is away from the site a replacement must be named until they return.
Designation of a Contractor General Safety Representative: Each contractor shall appoint a safety representative that will receive documentation and updates such as the Contractor Site Visit Report Form (Appendix C).
Meetings (these meetings may be required)
Preconstruction Meeting: RRC may request the contractor’s attendance at a Preconstruction. The purpose of this meeting is to review expectations, schedule, coordination, quality, safety and other concerns.
Incident Review: Following an incident, RRC may request a meeting be held with the parties involved to discuss the incident in more detail. Requested contractor shall attend and participate in the investigation, discussion, and to develop an action plan.
Safety Committee Meetings: If required, safety committee meetings will be held. Contractors are to ensure that their site safety representative is available and attends all site safety committee meetings. RRC-SHS should be invited to these meetings.
Toolbox Meetings: Toolbox Safety Meetings shall be conducted weekly, at a minimum. Meeting minutes should remain onsite for the duration of the project and made available to an RRC representative upon request.
Site Safety Orientation: The prime contractor and/or the contractor named in the Pre-Job Safety Meeting Checklist is responsible for communicating this program and it’s requirements to any and all workers and guests that they bring onto the site.
In accordance with Manitoba safety legislation, each contractor shall protect the employment and places of employment of each of their employees engaged in construction and or maintenance work by complying with the appropriate standards prescribed in Manitoba Regulation 217/2006. Contractors shall hold each of their agents, vendors, and suppliers responsible for compliance with these safety requirements. Each contractor shall establish and maintain an effective safety and health program that at the least equals that of RRC’s Safety and Health Program, including all items outlined in this document. The contractor shall be solely responsible for implementing the safety program and shall have responsibility for monitoring the work of its employees, contractor, agents, vendors, guests, and suppliers to ensure compliance.
Violations: If a contractor is found non-compliant to any of the safety requirements, he/she may not be allowed on RRC’s property or job site until the situation has been resolved. RRC will generally oversee the safety performance of contractors. When violations of the safety requirements are observed, the responsible contractor shall be informed orally for immediate correction. It is the sole responsibility of the contractor to devise and implement the correction. If RRC deems it is necessary to stop work being performed due to the nature of a violation, work will be halted until the contractor corrects the violations. Any costs incurred by the stoppage of work due to the safety and health violation will be the sole responsibility of the violating contractor. If the contractor fails to correct the violation within the reasonable amount of time specified, RRC may take a number of actions including but not limited to:
A meeting will be conducted with the contractor’s supervisor and RRC staff from Facilities Maintenance and/or SHS. The meeting should conclude in a documented agreement outlining the contractor’s intended corrective actions and time-frame for implementation.
Removal of unsafe condition by using other work forces, the cost of which will be reimbursed through back charges or provisions of the contract.
Removal of contractor personnel, including field supervision if necessary.
A letter of non-compliance stating that the contractor is in violation sent to the contractor’s office.
RRC may exercise its option to terminate all or part of the contract with the contractor for inadequate safety performance, or failure to fulfill any of the safety requirements of the contract.
The following violations will be grounds for immediate discharge of contractor personnel:
Gross negligence of safety and health rules and regulations, repeated violations or the refusal to follow safety and health rules and regulations
Fighting (physical contact), or horseplay
Drugs or alcohol (possession or under the influence)
Willful destruction of property
Possession of firearms or explosive devices
Engaging in any inappropriate, unwanted verbal or physical advances to the public, staff, students, guests or co-workers, or any violation of RRC’s Violence & Discrimination and Harassment policies
3.0 Documentation and Reporting
WHMIS Program: Each contractor shall submit a copy of their WHMIS program and Safety Data Sheets (SDS) [applicable to the site/project] to RRC on request. Each contractor shall notify their employees of the location of their SDS’s. RRC shall be notified when Hazardous Materials will be used and what protective methods will be used to protect those employees directly involved and those employees, students or public who may become exposed. The competent person for the contractor involved will be responsible for monitoring use and compliance by its employees with the protective methods devised.
Hazard Assessments: Each contractor shall perform a pre job hazard assessment prior to the start of their work. The contractor shall be responsible for implementing the corrective actions identified on the hazard assessment. The contractor shall submit a copy of their pre job hazard assessment to RRC on request.
Safe Work Procedures: Each contractor shall submit copies of safe work procedures for work being performed on site if requested by RRC.
Incident Reporting: Contractors are responsible to immediately notify RRC of all incidents including personal injuries and illnesses, project property losses or damages, and incidents involving RRC Staff, students, and the public or their property. Each contractor is required to investigate all incidents incurred by their employees, or incidents that are the result of their operations. Each contractor shall provide to RRC (firstname.lastname@example.org) an “Incident Investigation Report” within 24 hours of the occurrence. RRC may conduct an independent investigation at their discretion or when they deem it necessary as a supplement to that required of the contractor. Upon request, the contractor involved in the incident shall participate in any Incident Review Meetings.
If an incident occurs that meets the definition of a serious incident (as defined by Manitoba Safety Regulations), the contractor immediately upon notifying Workplace Safety and Health will then notify RRC Safety and Health Services (email@example.com) of the following:
All information provided to and requested by Workplace Safety and Health, and
All information and instructions provided by Workplace Safety and Health, such as, instructions on how to proceed (self-investigate, secure the scene and await the arrival of a safety officer, etc), and
Copies of all improvement orders and stop work orders received by Workplace Safety and Health, and
Copies of all compliance reports submitted to Workplace Safety and Health in response to improvement orders and stop work orders, and
Copies of all Re-Inspection Reports received by Workplace Safety and Health.
Contractor Site Visit Form: RRC may inspect the worksite. Site visits will be recorded on the Site Visit Form and sent to the appropriate party (Facilities Management, SHS, Contractor, Procurement, RRC Rep for the contractor).
Pre-Job Safety Meeting Checklist: The Pre-Job Safety Checklist must be filled out by the contractor and submitted to firstname.lastname@example.org prior to start of all projects, and also any other jobs at the request of RRC. The checklist must be re-done and submitted if the nature of the work and/or hazards changes, or annually in the case of long term projects or services if the nature of the work and/or hazards does not change.
4.0 Electrical Safety
Each contractor will inspect their power tools and extension cords prior to each use. Damaged equipment shall be tagged out and removed from service.
Temporary electric must be protected by a GFCI.
Temporary lighting will be used in accordance with Manitoba safety regulations. Any additional lighting (task lighting) required will be provided by each contractor.
On a permanent outlet, a cover plate must be attached in order for the outlet to be utilized. Plugging into an outlet that does not have a cover plate is not permitted. All live circuit panels must have a compliant panel cover on them. Never leave an unattended live panel open; it must be protected.
Work performed in proximity to overhead utilities: Prior to the start of, and during the course of any work in proximity to overhead utilities, the contractor shall make a thorough survey of the entire work site to determine the type and location of all utilities on the work site. The contractor must verify this information with RRC and shall coordinate construction work in the vicinity of these utilities with the appropriate utility owner. The contractor shall make employees aware of any precautions and procedures to be followed while working in the proximity of any utility. Appropriate clearance distances shall be maintained throughout the course of the work. If the contractor cannot maintain appropriate clearances they must contact the involved utility and discuss alternative methods for addressing the utility and associated hazards.
Manitoba Hydro must provide assurance in writing that the lines are de-energized or adequate guarding is in place prior to the start of work.
Proper lockout/tagout procedures must be followed whenever a worker is working with electricity or other source of potential energy.
5.0 Powered Mobile Equipment Requirements
All powered mobile equipment shall be maintained, equipped and operated in accordance with all manufacturers’ requirements and safety regulations. Material handling equipment shall be equipped with Roll-Over Protective Structures (ROPS) and seat belts.
Only authorized and trained personnel shall operate equipment.
Cell phone use is prohibited while operating a piece of equipment.
Equipment operators and truck drivers shall make a pre-shift safety inspection of their equipment. Any conditions that effect safe operation shall be corrected before use.
Personnel shall not be transported or ride on equipment or vehicles that are not equipped with seats for passengers.
Proof of training should be available upon request.
Aerial Lifts: Any employee who is operating or using an aerial lift shall be properly trained in the operation, use, and emergency procedures involved with the lift. Documentation shall be made available to RRC upon request. Employees shall follow fall protection requirements in accordance with the regulation. Only trained and authorized personnel shall operate aerial lifts. Aerial lifts shall be operated in accordance with the manufacturer’s specifications and safety requirements.
6.0 Emergency Response
Contractor shall create a site emergency plan. The plan shall include, at a minimum, the location of muster points, the nearest hospital and route, and a complete list of emergency phone numbers.
In the event of an emergency where fire or ambulance services has been called, RRC must be notified as soon as possible immediately following the call to emergency services.
- At NDC, Security (204-632-2323)
- At EDC, Security (204-949-8305)
- At PGI, Security (204-631-3381)
- At LTC, Security (431-388-4728)
- At any other RRC Site, call your Designated RRC Rep or Alternate
7.0 Confined Space Entry
Many areas of RRC’s Notre Dame Campus have been defined as Confined Spaces. These areas are labelled at the entrance, and have a red binder located near the entrance which details the specific precautions required when entering the space.
A Confined Space Permit from the Maintenance Department is also required prior to entering any Confined Space. For Confined Space Entry Permit (refer to Appendix D).
Contractors shall provide a detailed Safe Work Procedure for the work within the Confined Space, and ensure that only workers trained in Confined Entry Procedures shall enter or monitor the space. Proof of training should be available upon request. If there is any doubt as to whether an area that may be unmarked could qualify as a Confined Space, contact the FM Department for review.
8.0 Hot Work
All welding, brazing, grinding or any other type of Hot Work must be done in accordance with the Manitoba Fire Code and be accompanied onsite by a Hot Work Permit. The Hot Work Permit will include at least a one-hour fire watch after the Hot Work is complete (refer to Appendix E). Longer fire watch times may be required, depending on the hazard assessment, and these fire watch durations will be at the sole discretion of RRC.
In addition to a fire watch, other requirements such as thermal imaging or heat sensors may be required where Hot Work is performed in the vicinity of combustible materials. Safety equipment such as Fire Extinguishers and fire blankets will also be required at the Hot Work Site. Hot Work Permits may include requests for Fire Alarm System Bypasses (refer to Appendix F), and will NOT be issued without 24 hours prior notice.
9.0 Fall Protection
Fall protection will be required whenever a worker is working at or above a vertical distance of three meters, where no guardrail or other approved means of protection is available. Workers must be trained in the use of Fall Protection equipment, and proof of training should be available upon request. Where roof access is required, contractor shall notify RRC in advance. At no time shall any worker approach to closer that six feet of a roof edge without proper fall protection.
10.0 Energy Isolation
Proper lockout/tagout procedures must be followed whenever a worker is working with source(s) of potential energy, including but not limited to electrical, mechanical, hydraulic, pneumatic, chemical, thermal, radiant, or other sources in machines and equipment that can be hazardous to workers.
11.0 Calling for Locates
Prior to demolition or excavation, contractor is responsible to locate all site services, tunnels, underground and overhead services (ie. MTS, Hydro, Natural Gas, Water, Sewer etc.) Locates will be considered valid for 10 days only, and should be documented and reviewed with RRC before commencement of work or breaking of ground.
Asbestos is present in many RRC facilities. An inventory of asbestos-containing materials is maintained by RRC and should be reviewed prior to commencement of any work.
If suspect asbestos-containing materials are encountered, do not disturb. Immediately stop work in the area and contact the RRC Designated Representative for possible testing and abatement.
If labeled asbestos is disturbed, immediately stop work in the area and contact the RRC Designated Representative to have the space appropriately contained.
If labelled or suspected unlabeled asbestos is disturbed, the Asbestos Damage Report must be filled out by the contractor immediately and sent to both the RRC Designated Rep and email@example.com. Refer to Appendix G.
If the contractor is responsible to have asbestos abatement performed, the abatement contractor must be competent, trained and certified for that work. Manitoba Workplace Safety and Health must be notified 5 days in advance of any Type 2 or Type 3 abatement projects. Clearance testing must be performed on all abatement projects (Type 1, 2 and 3) before the area can be occupied. Supply a copy of the clearance test results to RRC who will approve before occupancy can be resumed.