Document Number
Revision No
Effective Date
Prepared by : SHE REP
: STAN-CMP-C029
:1
: 02-12-2021
CONTRACTOR MANAGEMENT PROCEDURE
Reviewed by: SHE OFFICER
Sign:
Approved by: CHIEF OPERATIONS OFFICER
Sign:
Sign:
Contents
1.0 PURPOSE .............................................................................................................................. 2
2.0 SCOPE................................................................................................................................... 2
3.0 ROLES AND RESPONSIBILITIES......................................................................................... 2
4.0 TERMS AND DEFINITIONS ................................................................................................. 2
5.0 ACTIVITY DESCRIPTION .................................................................................................... 2
5.1. Services requiring a contractor ............................................................................................ 2
5.2 Contractor Evaluation .......................................................................................................... 3
5.3 Contractor OH&S Induction................................................................................................. 4
5.4 Supervision of Contractors ................................................................................................... 4
5.5 Contractor OH&S non-conformance ..................................................................................... 4
5.6 Consultation and Communication ......................................................................................... 4
5.7 Incident Reporting............................................................................................................... 4
6.0 RECORDS GENERATED ...................................................................................................... 5
7.0 REVISION HISTORY ............................................................................................................ 6
8.0 REFERENCES ....................................................................................................................... 6
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Document Number
Revision No
Effective Date
Prepared by : SHE REP
: STAN-CMP-C029
:1
: 02-12-2021
CONTRACTOR MANAGEMENT PROCEDURE
Reviewed by: SHE OFFICER
Sign:
Approved by: CHIEF OPERATIONS OFFICER
Sign:
Sign:
1.0 PURPOSE
The purpose of this procedure is to outline the OH&S requirements as well as other
requirements in the selection, management and monitoring of contractors.
2.0 SCOPE
This procedure applies to all contacting activities at SGS.
3.0 ROLES AND RESPONSIBILITIES
The Head of Operations, R&D officer , Admin/HR HOD and the SHE Officer are responsible
for the development, implementation and maintenance of this procedure.
4.0 TERMS AND DEFINITIONS
SGS – Stanserv Genuine services
HODs – Head of Department
ISO – International Standards Organisation
OH&S – Occupational Health and Safety
R&D – Research and Development
5.0 ACTIVITY DESCRIPTION
5.1. Services requiring a contractor
Where works or services are identified that cannot be completed by SGS, a contractor may be
engaged. Examples include:
•
Solid waste disposal
•
Hazardous waste disposal
•
Fire Extinguisher servicing
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Document Number
Revision No
Effective Date
Prepared by : SHE REP
: STAN-CMP-C029
:1
: 02-12-2021
CONTRACTOR MANAGEMENT PROCEDURE
Reviewed by: SHE OFFICER
Sign:
Approved by: CHIEF OPERATIONS OFFICER
•
Vehicle maintenance
•
CCTV maintenance
•
Security
•
IT
•
Plumbing
•
Fabrication
•
Electrical installations and maintenance
•
Water tanks and pipeline installation and maintenance
•
Meter maintenance
•
Building, Excavation and Trenching
•
Paving
Sign:
Sign:
5.2 Contractor Evaluation
The HODs in the respective departments are responsible for selection, evaluation and approval
of contractors. The Finance Manager maintains a record of the Contractors in the Contractor’s
Register reference STAN-CR-D050. Contractors will be selected and evaluated on the basis
of, but not limited to:
•
Qualification (which enables the ability to identify hazards)
•
Competence and training (e.g., first aid, firefighting etc.)
•
Health and safety performance
•
Direct contract requirements
•
ISO Certification
•
Track record
Contractors that were engaged before the ISO 45001 OHSMS was developed and implemented
at the Organisation will be evaluated using a designed checklist STAN-CSE-D114 and if they
do not meet the set requirements, they shall be requested to fulfill that particular requirement(s)
in an agreed period of time between the contractor and the Organisation. In the meantime, an
interim contractor who meets the requirements set by the Organisation will be engaged.
Contractor selection and evaluation STAN-CSE-D114 will be done for contractors currently
working with the Organisation or those the Organisation is planning to work with.
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Document Number
Revision No
Effective Date
Prepared by : SHE REP
: STAN-CMP-C029
:1
: 02-12-2021
CONTRACTOR MANAGEMENT PROCEDURE
Reviewed by: SHE OFFICER
Sign:
Approved by: CHIEF OPERATIONS OFFICER
Sign:
Sign:
5.3 Contractor OH&S Induction
The SHE Officer and SHE rep are responsible for the OH&S induction of the Contractors using
the Contractor OH&S Induction checklist reference STAN-COC-D051. The contractors will
be required to follow all the safe work procedures as required by SGS’s OH&S management
system before commencing work, during work and after completing work
5.4 Supervision of Contractors
The relevant HOD is to retain a general supervisory power over general work undertaken by a
Contractor under his/her department. The Contractor will be required to obtain a work permit
and perform a risk assessment before commencing work and the records should be displayed
at all times at their work stations.
5.5 Contractor OH&S non-conformance
The SHE Officer can cease works and cancel the work permit issued to the contractor if a
department engaged contractor fails to comply with OH&S requirements and/or is working in
an unsafe manner (major non conformity). In this instance, the SHE Officer is to contact the
relevant department, who will work to rectify the non-conformance with the contractor. In the
case of a major non-conformance, if it is not rectified, the contactor will cease operations and
no payment will be made. For minor non-conformities, the SHE officer will engage the
contractor to rectify the non-conformity in an agreed period of time.
5.6 Consultation and Communication
The SHE Officer/SHE Rep are to inform other employees, clients and visitors about any risks,
or any special arrangements that are put in place, during works.
5.7 Incident Reporting
The SHE Officer is to ensure all incidents involving contractors are reported and investigated
as outlined in the Hazard and Incident Reporting and Investigation Procedure.
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Document Number
Revision No
Effective Date
Prepared by : SHE REP
: STAN-CMP-C029
:1
: 02-12-2021
CONTRACTOR MANAGEMENT PROCEDURE
Reviewed by: SHE OFFICER
Sign:
Approved by: CHIEF OPERATIONS OFFICER
Sign:
Sign:
6.0 RECORDS GENERATED
Record Title
Contractor’s
Identification
STAN-PTW-D091
General Work
Location
SHE
Means of
Retention
Disposal
Period
SHREDDING
5 YEARS
SHREDDING
5 YEARS
SHREDDING
5 YEARS
OFFICE
Permit
Hot Work Permit
STAN-HWP-D073
SHE
OFFICE
Work at Height
STAN-WHP-D072
Permit
Contractor
SHE
OFFICE
STAN-CSE-D114
HODs
SHREDDING
3 YEARS
STAN-CSP-D070
SHE
SHREDDING
5 YE
Selection and
Evaluation form
Confined Space
Entry Work Permit
Contractor’s
OFFICE
STAN-CR-D050
ARS
FINANCE
DELETING
5 YEARS
Contractor OH&S
SHE
SHREDDING
5 YEARS
induction checklist
OFFICE
Incident, Non
SHE
SHREDDING
5 YEARS
Register
STAN-COC-D051
Conformity and
STAN-INC-C032
OFFICE
Corrective action
Procedure
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Document Number
Revision No
Effective Date
Prepared by : SHE REP
: STAN-CMP-C029
:1
: 02-12-2021
CONTRACTOR MANAGEMENT PROCEDURE
Reviewed by: SHE OFFICER
Sign:
Approved by: CHIEF OPERATIONS OFFICER
Sign:
Sign:
7.0 REVISION HISTORY
Revision number
Comments
Authorised by:
Effective date
1
Included part of contractors
C.O.O
02-12-2021
engaged before the
management system was
developed and
implemented
8.0 REFERENCES
•
ISO 45001:2018 , Clause 8.1.4.2
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