Introduction to and examples of Tools & Techniques Includes: - - - PowerPoint PPT Presentation

Introduction to and examples of Tools & Techniques

Contractors in Practice

11 September 2017

GA September 2017

Includes:

• Supplier / Contractor Questionnaire
• Supplier Evaluation
• Register of Contractors
• Contractor Job Registration / Risk Assessment

Some (many?) contractors

2

• Have a ‘can-do’ attitude.
• Use initiative and improvise even when they don’t have the correct

equipment and have never done the job before.

• Are happy to use whatever is to-hand including someone else’s

equipment , tools and material.

• Have an aversion to paperwork, discussion or anything that could

delay the job.

• Know the jargon eg ‘risk assessment’ and (some) can fill in forms.
• Are often under pressure to move on to the next job / client.
• Consider many clients, particularly large ones, as having excessive

and unnecessary paperwork and bureaucracy.

• Can get things done quicker and more cheaply than ones own

personnel.

• May have valuable and unique expertise and experience.

Identifying and managing risk: A shared process – agreed responsibilities

3

4

Capable / Competent Contractors

Benefits

• pose less risk
• require less management time
• cause fewer problems – losses, accidents, damage, delays etc
• more pro-active (eg planning) than re-active (eg fire fighting)
• are likely to around for longer

Ways of Assessing Capability

• experience with the contractor
• absence of serious (or any) incidents in the past
• references from others
• looking at contractors policy statements
• looking at a range of issues
• questionnaire

5

Supplier Questionnaire - Contractors

• a key part of a structured risk management approach to using contractors
• to help promote achievement of an acceptable standard & continuous

improvement

• to provide objective data to help enable a contractor’s capability to be assessed
• to identify strengths, weaknesses & improvement needs & opportunities
• to communicate Company requirements & expectations
• used in a spirit of partnership
• team approach involving purchasing function (owner of procurement process?!)
• to provide a sound basis for establishing a Register of Contractors
• a key output is identification of improvement needs & opportunities

6

Example of Questionnaire Topics

• 1. Nature of the business
• 2. Use of sub-contractors
• 3. Insurance
• 4. Management system, policy & responsibilities
• 5. Information, instruction & training
• 6. Associations/memberships
• 7. Risk assessment
• 8. Hazardous substances
• 9. Plant & equipment
• 10. Health, safety, environment & loss experience

7

Supplier Questionnaire, Confirmation and Acceptance - Contractors

Contractor company name: Location: Tel no: Fax no: This questionnaire completed by - name: Position/title: Date:

Topic Question - enter N/A if any item is not applicable  if yes  if no  if don't know

• 1. Nature of

business 1.1 What is the nature of your business or the service being offered? ................................................ ………………………………………………………………………………………………………………… 1.2 How many employees do you have? ................. 1.3 How many years experience do you have in this work? ........... 1.4 Which large or well known organisations have you done work for and who could be approached for a reference? ………………………………………………………………………………………………………………….

• 2. Sub-contractors 2.1 Do you use sub-contractors?

   If YES, what are they used for? …………………………………………………………………………….. & how are they chosen?……………………………………………………………………………………. …………………………………………………………………………………………………………………

• 3. Insurance

3.1 How much third party liability insurance cover do you have? £ ……………………….. Please provide a copy of the Certificate

• 4. Management

4.1 Do you have ISO9000 approval?    system, policy & If NO, do you intend to achieve approval?    responsibilities 4.2 Do you have a written policy which covers health & safety/environment?    If YES, please provide a copy. 4.3 Is there a named senior manager in charge of health & safety/environment?    If YES, what is his/her name and position/title …………………………………………………………. 4.4 How do you ensure the work & work method is carried out properly and safely?…………………… ………………………………………………………………………………………………………………….

• 5. Information

Instruction and, 5.1 What health & safety training have those who manage or supervise others received? …………….. …………………………………………………………………………………………………………………. training 5.2 Who carried out the training and when? ………………………………………………………………….. 5.3 What health & safety/environmental training have your employees received? ………………………. …..…………………………………………………………………………………………………………………..

• 6. Associations

6.1 Are you a member of any trade association?    /memberships If YES, state which: ………………………………………………………………………………………… Do they provide health and safety information and advice?    6.2 Are you a member of a health and safety organisation? If YES, which? ……………………………    Topic Question - enter N/A if any item is not applicable  if yes  if no  if don't know

• 7. Risk

7.1 Are risk assessments of your activities carried out and recorded?    assessment If YES, who carries them out? ……………………………………………………………………………. Please provide a recent example and any related information e.g. method statement. 8.1 Do you maintain a list of all hazardous substances? …………………………………………………..   

• 8. Hazardous

Substances 8.2 Do you have health and safety data sheets for all hazardous substances?    8.3 Are assessments carried out and periodically reviewed?    9.1 Is your plant and equipment - portable electrical equipment, access equipment, lifting gear etc. - inspected, tested, examined and maintained?    If YES are records available?    10.1 Have you or anyone working for you, including any sub-contractor, been involved in any accident or incident, or suffered ill health, as a result of work in the last 5 years?   

• 10. Health, safety

and environmental experience If YES please describe: …………………………………………………………………………………………………………… …………………………………………………………………………………………………………………. 10.2 Has the your work ever been suspended, even temporarily, for any health, safety or environmental reason?    If YES please describe: ……………………………………………………………………………………. ………………………………………………………………………………………………………………… 10.3 Have you been subject to any enforcement action by any regulatory authority?    If YES please describe: …………………………………………………………………………………….

Confirmation and Acceptance (By contractor/sub-contractor senior manager)

We acknowledge receipt of:

 Terms and Conditions of Contact – ref …… (GKN business to enter specific document reference).  Contractors & Sub-Contractors Rules and Conditions of Job Registration – ref ……  General Site Information for Contractors – ref ……

and confirm that:

• 1. This information will be provided, and where necessary explained, to all people who work on your site(s) including sub-

contractors and any new people.

• 2. We will do all that is reasonably practicable to ensure that your Company Rules and Conditions, signs, warnings etc. and

legal requirements, are complied with.

• 3. We will immediately bring to your attention any accident, incident, loss, damage or serious risk to health, safety or the

environment, or any deficiency in arrangements or procedures. Name: …………………………………. Title/position: ……………………………………………..

Signature: …………………………….. Date: …………………………….

Questionnaire form including ‘Confirmation and Acceptance’ by contractor (1)

8

Questionnaire form including ‘Confirmation and Acceptance’ by contractor (2)

9

Supplier Evaluation - Contractors

To be filled in by personnel responsible for contractor selection Contractor name: Contractor location: This evaluation carried out by - name: Business/unit: Date: Topic Rating (R) Weighting Score Notes Excellent (3) Good (2) Questiona ble (1) Unsatisfa ctory (0) (W) (R x W)

• 1. Nature of business

2. Sub - contractors

• 3. Insurance
• 4. Management system, policy

& responsibilities

• 5. Information, Instruction &

Training

• 6. Associations/ memberships
• 7. Risk assessment
• 8. Hazardous Substances
• 9. Plant and Equipment
• 10. Health, safety &

environmental experience OVERALL SCORE

Rating: A = 50+ B = 42+ C = 37+ NB C, i.e. a score of at least 37, must be achieved Recommendation/s & Notes including improvement opportunities Action by Priority

Name Signature(s): Business/unit: Date:

• not an exact science
• must apply common sense &

judgement

• must use experience where it exists
• “Excellent” if answers O.K. & tie up with

evidence or own knowledge / experience

• Good” if answers O.K. but no evidence &

not within own knowledge or experience

• “Questionable” if have reasonable

doubts

• “Unsatisfactory” if that’s what answers or

evidence clearly point to.

Evaluation of completed questionnaires – contractor rating

10

Evaluation of completed questionnaires – contractor rating

11

Register of Contractors

Business/site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Area/Dept . . . . . . . . . . . . . . . . . . . . . . . . . . Compiled by . . . . . . . . . . . . . . . . . . . . . .

Brief description/ Contractor details Contractor evaluation Notes

including strengths

type of contract

Name

Address/ location Contact Tel & Fax nos. By Review date(s) Rating/ Approval

& weaknesses

• for use by nominated /

competent company contact(s) to select contractor

• indicates any particular points

to take account of if using certain contractors e.g. “contractor selected for unique/specialist skills but need to supervise closely”

• ideally should use same

system/database as for other suppliers, not a separate system

Register of Contractors

• including rating(s) from evaluation

12

Contractors job registration / risk assessment form (1)

• a tool to help ensure contract work is

discussed and planned taking account

• f hazards, controls etc
• a means of recording information &

communication.

• an effective way of implementing

Company policy

• a way of avoiding Company & personal

liability.

• provides a check list / structured joint

approach

• primary purpose is to help manage risk

N.B. In discussion with contractors should ask; What? Why? Who? How? When? Where? but not tell a contractor / sub-contractor how to do his job.

No. Contractors job registration

& Risk Assessment (to include Sub-Contractors)

See reverse for Contractors/Sub-Contractors Rules & Conditions of Registration. Brief description of work involved and location: ................................................................................................................................................................................... ............................................................................................................................................................................................................................................................... ............................................................................................................................................................................................................................................................... To be carried out from (date/time): ……………………………………………………to (date/time): ........................................................................................................ PART 1 INFORMATION TO BE SUPPLIED BY CONTRACTOR/SUB-CONTRACTOR - if insufficient space, attach addition sheet Contractor …………………………………………... Tel ........................................................ Contractors nominee .......................................................................................................... Sub-contractor………………………………………. Tel........................................................ Sub-contractors nominee ................................................................................................... Names of registered personnel ............................................................ .............................................................................................................. .............................................................................................................. .............................................................................................................. Hazardous conditions associated with the work involved Roof working  Overhead working  Excavation/Demolition  Entry into ductwork  Pits/tanks/other confined spaces  Electrical substation  Noise  Isolation of services  Other  Further details: ................................................................................................................................................................................................ Work equipment Ladders/access equipment  Crane(s)  Other lifting equipment  Vehicles  Welding equipment  Grinding equipment  Pneumatic drills  Machinery  Portable electrical equipment  Other  Further details: ................................................................................................................................................................................................ Materials/ substances

• material safety data

sheet(s) to be provided. Asbestos  Solvents  Adhesives  Flammable liquids  Compressed gases  Corrosives eg acid, alkali  Epoxy materials  Substances known to give off irritating fumes/vapour  Other  Further details: ................................................................................................................................................................................................ Request to use Company services etc Electricity  Water  Compressed air  Waste disposal  Company equipment  Other  Further details:................................................................................................................................................................................................ PART 2 INFORMATION TO BE SUPPLIED BY COMPANY/SITE NOMINEE - if insufficient space, attach addition sheet Hazardous conditions from the site/ workplace/working environment Fragile roof areas  Fumes/gases  Hazardous substances  Vehicles  Automated plant & equipment  Confined spaces  Other workmen in the same workplace  Noise  Other  Further details: ................................................................................................................................................................................................ PART 3 SUMMARY OF SIGNIFICANT RISK(S) - potential injury/ill health/loss - if necessary do detailed risk assessment(s) & attach ............................................................................................................................................................................................................................................................... ............................................................................................................................................................................................................................................................... ............................................................................................................................................................................................................................................................... PART 4 PRECAUTIONS AND CONTROL MEASURES by joint discussion/agreement - attach any additional information Is a `written system of work' or `method statement' required? yes  no  If yes give details below: Is a `permit to work' required? yes  no . If yes, indicate type: Electrical  Hot work  Confined space  Other  Give details below: Is any other form of written `authorisation to proceed’ required? yes  no . If yes, indicate type: roof work  Other  Give details below:  .....................................................................................................................................................................................................................................................  .....................................................................................................................................................................................................................................................  .....................................................................................................................................................................................................................................................  .....................................................................................................................................................................................................................................................  .....................................................................................................................................................................................................................................................  .....................................................................................................................................................................................................................................................  ..................................................................................................................................................................................................................................................... Rules & conditions on back of form noted; copies of site leaflet provided & discussed, including: - Emergency procedure  First aid  Hours of work  Vehicle restrictions/parking  Site/work area boundaries  Welfare arrangements PART 5 ACKNOWLEDGEMENT & REGISTRATION - signed copy to be given to each signatory All parts of the form have been completed, discussed & agreed. The required precautions will be carried out & all personnel involved have/will have the necessary information, instruction, training & supervision to enable the work to be carried out properly & safely. Name of Company nominee ............................................ Sig……………………..…..……… Date …………………

• Sig. of contractors nominee:

…………………………………. Date …………………

• Sig. of sub-contractors nominee:

……………………………. Date ......................

13

• used as necessary to be confident that

the work / contract will be performed with adequate control of risk

• for unusual high hazard jobs or if in

doubt – ‘Contractors job registration / risk assessment’ on every occasion

• for routine low risk jobs - ‘Contractors

job registration / risk assessment’ once a year or on contract renewal e.g. office cleaning, routine electrical maintenance

• helps develop competence of managing

contractors.

Contractors (& Sub-Contractors) Rules & Conditions of Job Registration

A. Personnel The Contractor is responsible for informing his own and any sub-contractor(s) personnel of all hazards, instructing them in all appropriate precautions, control measures and arrangements, and providing adequate supervision. All accidents, incidents, dangerous occurrences, dangerous situations, spillages, loss or damage etc must be investigated and reported to the nominated Company person and where necessary to the appropriate Enforcing Authority. The Contractor must provide all necessary personal protection for his employees, unless otherwise made available by the nominated Company person. The Contractor's personnel are liable to dismissal from the site for the following reasons:

• failure to follow health, safety, environmental and fire precautions including smoking in restricted areas
• unauthorised use of Company property
• reasonable suspicion of theft or failure to follow security requirements including trespassing in unauthorised areas
• reasonable suspicion of being adversely affected by drink, or unseemly behaviour
• failure to make proper use of personal protective equipment

B. Hazardous Conditions The contractor must ensure all hazardous conditions which he is aware of, or becomes aware of, are raised with the Company nominated person. If necessary the `Contractors job registration'/risk assessment must be reviewed. C. Work Equipment including Machinery The Contractor is responsible for providing suitable and safe equipment and using it safely. The Company reserves the right to inspect equipment and prohibit any which is considered unsafe. Particular attention must be given to the following:

• welding and cutting equipment - flashback arrestors and hose check valves must be fitted
• gas cylinders and all hoses and lines - free from leaks
• cartridge operated fixing tools - only low power indirect acting types are permitted
• mobile machinery and portable tools - suitably guarded and electrically safe
• gas/oil fired heaters - flame failure devices must be fitted
• access equipment and ladders - suitable for the purpose and in sound condition
• extension electrical leads & connectors - sound condition and routed in the safest practicable manner

Note: - Evidence of tests, examinations & training may be required for certain equipment & activities No Company machinery/equipment may be used unless agreed by the Company nominated person. D. Materials and Substances No substances may be brought onto site unless a list of substances, Material Safety Data Sheets and where appropriate risk assessments are firstly made available and approval given.

• all substances must be kept in suitable labelled containers & any site storage agreed by the Company nominated person
• no Company materials or substances may be used without prior permission

E. Siting and Securing Hazardous Conditions and Equipment Arrangements for the following shall be agreed with the Company nominated person:

• means for preventing unauthorised use of access equipment, lifting equipment etc, particularly outside working hours
• the siting of temporary buildings, storage areas, vehicles and mobile plant (including private cars)
• the storage of cartridge operated fixing tools and cartridges, gas cylinders or any vehicles including cranes.

F. Use of Company Services No Company services (or equipment/machinery) shall be used without the agreement of the Company nominated person. All resources must be conserved and wastage of water and electricity avoided.

• G. Waste, Disposal and Environmental Effects

The contractor must do all that is reasonably practicable to work in a tidy manner and ensure no pollution or other avoidable environmental impact occurs. Nothing must be left, deposited or disposed of on the site without the express permission of the Company nominated person.

Contractors job registration / risk assessment form (2)

14

Contractors job registration / risk assessment form (3)

15

Contractors job registration / risk assessment form (4)

Managing Contractors Tools and techniques in practice

16

Managing Contractors Tools and techniques in practice

17

Managing Contractors Tools and techniques in practice

18

Managing Contractors Tools and techniques in practice

19

Managing Contractors Tools and techniques in practice

20

Managing Contractors Tools and techniques in practice

21

22

Risk v Controls and Supervision

Task / risk Example Type of control / precaution

• with suitable & sufficient training

Supervision* Routine / low risk Unusual / high risk Some routine maintenance work including electrical work (circuits dead) Adequate & appropriate technical experience & knowledge i.e. competence Periodic checks possibly annual audit Most jobs; Routine production work; Manual handling; Using pedestrian trucks, Rules / expected behaviours, key points, guidelines, checklists

• f hazards & precautions etc

Occasional checks Machinery intervention activities; Work at height; Installation work Written system of work / method statement Frequent checks Roof work; hot work; confined space; several trades / contractors & significant risk. Permit to work (written

authorisation to proceed after check that safeguards are in place)

Close/ constant supervision * - also day-to-day observation, dialogue & intervention as part of normal supervisory role

23

Contractors in Practice Remember: Managing risk is done by people not paperwork