Page 1 of 13

This sample policy/procedure must be customized to fit the needs of your company. It must
be integrated into other policies/procedures and processes as required. This is not meant to
be used “as-is” but must be adapted to reflect your company needs and processes.

[Insert company here]

CONTRACTOR MANAGEMENT PROGRAM
Date of Issue:
Written by: Date:
Reviewed by: Date:
Approved by: Date:

PURPOSE

[Insert company’s here] contractor management program will ensure contractors,

management and workers take all reasonable precautions for the health & safety of
persons, including workers, visitors and the general public; and for the protection of
property.

SCOPE

This procedure applies to all workers/employees, contractors and subcontractors on

site.

RELATED DOCUMENTATION
Internal
Hazard Identification & Risk Assessment Policy
Incident Reporting Policy
Emergency Response Policy and Plan
Health & Safety Training Policy
Accident/Incident Investigation Policy
Workplace Inspection Policy
Designated Substance Policy
Personal Protective Equipment (PPE) Policy
Contractor Approval Process
{Other relevant docs. etc.}

External
Occupational Health & Safety Act and Regulations
Technical Standards and Safety Act and Regulations
CSA Standard Z1000-14: Occupational health & safety management
{Other relevant legislation, codes, standards, guidelines, industry best practices etc.}

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1. DEFINITIONS:
“Competent person” means a person who,
a) is qualified because of knowledge, training and experience to organize the
work and its performance,
b) is familiar with this Act and the regulations that apply to the work, and
c) has knowledge of any potential or actual danger to health or safety in the
workplace;

“Construction” includes erection, alteration, repair, dismantling, demolition, structural

maintenance, painting, land clearing, earth moving, grading, excavating, trenching,
digging, boring, drilling, blasting, or concreting, the installation of any machinery or
plant, and any work or undertaking in connection with a project but does not include
any work or undertaking underground in a mine.

“Constructor” means a person who undertakes a project for an owner and includes an
owner who undertakes all or part of a project by himself or by more than one employer.
The Constructor is the person with overall authority for health & safety matters on a
project and takes on the responsibility of managing health & safety. A Constructor is
also Contractor.

“Contractor” means a person or company or subcontractor who performs work or

supplies goods or services for monetary compensation (see definition of “Worker”,
“Employer” and “Constructor”), but who is not continuously employed as an
“employee” of ACME Corp. A contractor may also be referred to as an “independent
contractor”. A Constructor is also Contractor. e.g. for construction work done by other
than an owner or employer, the Constructor is also the Contractor. For non-construction
work, the company providing service to ACME Corp. is the contractor/subcontractor.

“Designated substance” means a biological, chemical, or physical agent or combination

thereof prescribed as a designated substance to which the exposure of a worker is
prohibited, regulated, restricted, limited or controlled.

“Incident” means an occurrence arising in the course of work that resulted in or could
have resulted (near miss) in an injury, illness, adverse effect to health, or fatality.

“Employer” means a person who employs one or more workers or contracts for the
services of one or more workers and includes a contractor or subcontractor who
performs work or supplies services and a contractor or subcontractor who undertakes
with an owner, constructor, contractor or subcontractor to perform work or supply
services.

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“Owner” includes a trustee, receiver, mortgagee in possession, tenant, lessee, or

occupier of any lands or premises used or to be used as a workplace, and a person who
acts for or on behalf of an owner as an agent or delegate

“Prescribed” means prescribed by regulation made under the Act (Occupational Health
& Safety Act).

“Project” means a construction project, whether public or private, including,

a) the construction of a building, bridge, structure, industrial establishment,
mining plant, shaft, tunnel, caisson, trench, excavation, highway, railway,
street, runway, parking lot, cofferdam, conduit, sewer, watermain, service
connection, telegraph, telephone or electrical cable, pipe line, duct or well,
or any combination thereof,
b) the moving of a building or structure, and
c) any work or undertaking, or any lands or appurtenances used in connection
with construction.

“Project Manager” means an ACME Corp. employee (Manager) who is responsible for
contracting the work and oversees the contract.

“Worker” means any of the following, but does not include an inmate of a correctional
institution or like institution or facility who participates inside the institution or facility in
a work project or rehabilitation program:
1. A person who performs work or supplies services for monetary compensation.
2. A secondary school student who performs work or supplies services for no
monetary compensation under a work experience program authorized by the
school board that operates the school in which the student is enrolled.
3. A person who performs work or supplies services for no monetary compensation
under a program approved by a college of applied arts and technology,
university, private career college or other post-secondary institution.
4. Such other persons as may be prescribed who perform work or supply services
to an employer for no monetary compensation;

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2. ROLES and RESPONSIBLITIES

All workers, management, contractor/subcontractor, constructor, owner and employer
collectively share health & safety responsibilities. However, in any work, there will be
one person with overall authority for health & safety matters and takes on the
responsibility of managing health & safety. Depending on the nature of the work, the
type of workers present (ACME Corp. Workers or contractor employees), the timing of
various work and the structure of the contract; the person with overall authority for
health & safety matters could be the owner, employer or the contractor. If the
contracted work involves construction, then it becomes a “project” and a “constructor”
is established. The constructor has specific duties under the Occupational Health &
Safety Act and Regulations.

Owner/Employer
a) Develop health and safety criteria for selecting contractors
b) Ensure contractors have a good health and safety program, WSIB coverage and
meet organizational standards
c) Conduct hazard risk assessments associated with contractual work and create
controls
d) Identify hazards, risks and competency and ability of the contractor to control risks
to the contractor and their workers from the contracted work
e) Create protocols for communicating organizational procedures, emergency plans,
health and safety notifications and changes affecting employer’s workplace to the
contractor
f) Monitor and evaluate contractor safety performance, build accountabilities
(performance rating system, contract incentives)
g) Document consequences and communicate unsafe behaviors / non-compliance
with OHSA
h) Ensure that the requirements of this Contractor Management Program and all
relevant legislated obligations are carried out with respect to the contracted work
and including provision of required resources.
i) Ensure for every construction project that the “constructor” is clearly identified
(either the owner/employer or contractor) and the overall authority and
responsibility for health & safety matters is established in that person. This will be
recorded in the written contract and other relevant documentation.
j) Ensure for every construction project that a Joint Health & Safety Committee (JHSC)
and/or Health & Safety Rep. (HSR) is established as required by the Occupational
Health & Safety Act and Regulations.
k) Ensure for every construction project that the Ministry of Labour is notified as
required by the Occupational Health & Safety Act and Regulations.
l) Ensure for every construction project that the prospective contractors and
subcontractors obtain a list of designated substances as required by the
Occupational Health & Safety Act and Regulations, prior to entering into a binding
contract.
m) Ensure for every construction project that emergency procedures are established,
communicated and posted.

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n) Ensure for every construction project that security and site access procedures are
established, communicated and posted.
o) Ensure for every construction project with five or more workers that a competent
supervisor is appointed. The supervisor shall be trained in all aspects of health &
safety of the work and their roles & responsibilities; and be given the necessary
authority to implement and enforce all aspects of health & safety.
p) Notify the appropriate authorities/persons of any accidents/incidents as required.
q) Provide a copy of the Contractor Checklist (Appendix A) in all bid and pre-
qualification contractor documents, as outlined in Stage 1 of the Contractor
Management Program.
r) Keep copies of all completed forms and relevant documentation pertaining to the
Contractor Management Program for reference.

Legal Dept. ACME Corp.

a) Ensure that any contracted work conforms to all relevant laws and regulations.
b) Ensure that any contracted work minimizes legal risk for ACME Corp.

Project Manager
a) Ensure that any contracted work performed under their authority or control
conforms to the requirements of this policy and program. E.g. conduct training
sessions with the contractor as required.
b) If delegated to project manager, file a Notice of Project Form with Ministry of
Labour. Share copies with the Employer, Legal Dept. HR Dept., JHSC/HSR and
contractor.
c) Ensure all stages of the Contractor Management Program are completed (see
section 4 below)
d) Conduct regular meetings and communications with contractor to monitor health &
safety performance.
e) Ensure that relevant Contractor safety policies, procedures and plans are
implemented, and responsibilities delegated. Delegated persons will be a
competent person and be suitably trained to carry out their duties.
f) In conjunction with the contractor, ensure that health & safety risk assessments are
conducted, relevant information shared, training provided, and corrective actions
are taken to protect the health & safety of all workers/employees.
g) Ensure the pre-commencement meeting and checklist is completed prior to
commencing work, as outlined in Stage 2 of the Contractor Management Program.
h) Monitor contractor performance and use the forms provided in the Contractor
Management Program to keep a record, as outlined in Stage 3 and 4 of the
program. Report to the Employer any performance issues and concerns as outlined
in Stage 3 of this policy.
i) Notify the appropriate authorities/persons of any accidents/incidents as required.
E.g. notify senior management of ACME Corp. of any health & safety incidents using
appropriate forms, notify contractor’s Employer involved in incident, for serious
injuries; notify the spouse/family of ACME Corp. employees (not contractors)
involved in incident as required.

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j) In conjunction with a management rep. of Contractor, conduct and/or ensure

regular workplace inspections are completed, documented and timely corrective
actions are taken.
k) In conjunction with a management rep. of Contractor, conduct and/or ensure
accident/incident investigations are completed, documented and timely corrective
actions are taken.
l) The Project Manager or their delegate shall order workers/employees to stop
unsafe work and remove any person from the worksite as required for the
protection of health & safety. The Project Manager or their delegate shall notify the
contractor and employer immediately. The Project Manager and contractor will
discuss and implement appropriate corrective action and discipline as required.
Document the events using the appropriate forms as required.
m) Lead the coordination and integration of multiple contractors with respect to
occupational health & safety. Document the procedures for coordination and
integration.
n) Participate in annual continuous improvement of the Contractor Management
Program (see section 5 below).
o) Follow all applicable health & safety policies, procedures and legislated duties as
required.

Human Resources or Health & Safety Manager

a) The human resources or health & safety manager/coordinator/advisor shall be a
resource to all management, workers and contractors with regard to all elements of
the Contractor Management Program.
b) Potential contractors will be provided with a copy of this policy during the bidding
process.
c) Obtain where relevant, any health & safety policies and procedures from the
contractor. Share these documents with the Employer, Project Manager, Legal
Dept. and Joint Health & Safety Committee/Health & Safety Rep. as required.
d) Obtain an accurate record of a potential contractor’s past health & safety
performance. Share this record with the Employer, Project Manager, Legal Dept.
and Joint Health & Safety Committee/Health & Safety Rep. as required.
e) Notify the appropriate authorities of any accidents/incidents involving ACME Corp.
employees and/or contractor employees as required. E.g. Ministry of Labour (Fatal
and Critical injuries, occupational illness etc.), WSIB (lost-time injuries, occupational
illness etc.) and other relevant authorities.
f) Participate in annual continuous improvement of the Contractor Management
Program (see section 5 below).
g) Follow all applicable health & safety policies, procedures and legislated duties as
required.

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Workers (ACME Corp.)

a) Report all contractor-related health & safety hazards as soon as practicable to the
Contractor site Supervisor and their ACME Corp. Supervisor using the appropriate
forms as required.
b) Following a contractor-related accident/incident, the worker (and/or contract
employee) shall as soon as practicable, report to the Contractor site Supervisor and
their ACME Corp. Supervisor using the appropriate forms as required.
c) To the extent that the contracted work falls under their purview, the worker shall as
soon as practicable, report to the Contractor site Supervisor and their ACME Corp.
Supervisor, any deviation from the Contractor Management Program.
d) Participate in any health & safety training required by the Employer and/or
Contractor/Constructor.
e) Follow all applicable health & safety policies, procedures and legislated duties as
required.

Contractor (Management Lead of the Contractor)

a) Acceptance/sign-off documentation by contractor to abide by the employer’s health
and safety program and/or rules and regulations at the worksite
b) Contractor must communicate relevant health and safety information to the
employer
c) Ensure that any contracted work performed under their authority or control
conforms to the requirements of the ACME Corp. Contractor Management Program
and all relevant legislated obligations.
d) If delegated to contractor, file a Notice of Project Form with Ministry of Labour.
Share copies with the project manager, Legal Dept. HR Dept. and JHSC/HSR.
e) Ensure that relevant Contractor and/or ACME Corp. safety policies, procedures and
plans are implemented, and responsibilities delegated. Delegated persons will be a
competent person and be suitably trained to carry out their duties.
f) Notify the Project Manager immediately when any change in the work occurs or is
proposed.
g) Participate in employer training sessions with the project manager or delegate as
required.
h) In conjunction with the Employer (ACME Corp.), ensure that health & safety risk
assessments are conducted, relevant information shared with workers, training
provided, and corrective actions are taken to protect the health & safety of all
workers/employees. Share copies of risk assessments with the project manager, HR
Dept. and JHSC/HSR.
i) Participate in all Stages of ACME Corp. Contractor Management Program.
j) Participate in and/or facilitate health & safety meetings, training, enquiries,
monitoring, auditing, workplace inspections, accident/incident investigations etc. as
required.
k) Notify the appropriate authorities/persons of any accidents/incidents as required.
E.g. notify project manager or delegate of any health & safety accidents/incidents
using appropriate forms, notify Ministry of Labour of fatal/critical injuries, for
serious injuries notify the spouse/family of contract employees as required.
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l) In conjunction with the project manager or delegate, conduct accident/incident

investigation as required.
m) In conjunction with project manager or delegate, conduct and/or ensure regular
workplace inspection are conducted and timely corrective actions are taken.
n) Report as soon as practicable to project manager or delegate any deviation from
the ACME Corp. Contractor Management Program.
o) The contractor or their delegate shall order workers/employees to stop unsafe work
and remove any person from the worksite as required for the protection of health &
safety. The contractor or their delegate shall notify the project manager
immediately. The Project Manager and contractor will discuss and implement
appropriate corrective action and discipline as required. Document the events using
the appropriate forms as required.
p) Notify the Project Manager immediately when any enforcement agency conducts
visits, meetings, inspections or investigations etc.
q) Follow all applicable health & safety policies, procedures and legislated duties as
required.

Contract Employees
a) Report all health & safety hazards as soon as practicable to the Contractor site
Supervisor using the appropriate forms as required.
b) Participate in all health & safety meetings, training, enquiries, monitoring, auditing,
workplace inspections, accident/incident investigations etc. as required.
c) To the extent that the contracted work falls under their purview, the contract
employee shall as soon as practicable, report to the Contractor site Supervisor any
deviation from the ACME Corp. Contractor Management Program.
d) Participate in any health & safety training required by the Employer and/or
Contractor/Constructor.
e) Follow all applicable health & safety policies, procedures and legislated duties as
required.

Joint Health & Safety Committee (JHSC) or Health & Safety Rep. (HSR)
a) Review Contractor Management Program policies, procedures, incident reports,
workplace inspection reports, audits, electronic records, continuous improvement
action plans or any other relevant document or record; as required, for the
purpose of identifying health and safety hazards and program gaps and
recommending areas of improvement to management.
b) In cooperation with the project manager and contractor, conduct monthly
workplace inspections, document findings on Inspection Checklist and produce a
Workplace Inspection Report. Share copies pf the report with the contractor,
employer, project manager, Legal Dept. HR Dept. and JHSC/HSR.
c) Participate in the annual continuous improvement of the Contractor Management
Program (see section 5 below).
d) Follow all applicable health & safety policies, procedures and legislated duties as
required.
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3. TYPES OF CONTRACTORS:

The types of contractors employed by ACME Corp. can be classified into two groups:
a) Maintenance and Service Work
1) Includes services provided under contract such as snow removal services,
electricians, custodial services, security, heating & ventilation, professional
services (such as accounting, management/business, legal, nursing,
physiotherapy, etc.). They are usually employed for set periods of time, as
determined by the terms and conditions of the contract; and

2) Services provided on an ad hoc basis, such as plumbers, appliance repair

persons, water main breaks, or minor general repair, who are employed
periodically for short term assignments.

b) Construction Project
1) Includes construction contractors and are employed to carry out a specific
project. Examples include construction of a building, installation of elevator
or replacement of boilers and other major mechanical equipment.

4. CONTRACTOR MANAGEMENT PROGRAM

There are four stages in the Contractor Management Program:

Stage 1 - Contractor Checklist & Pre-Approval

A Contactor Checklist, (Appendix A) will be included with all applicable bids or pre-
qualified contractor documents. The checklist is to be completed by the successful
contractor prior to being awarded the contract or approved as a pre-qualified
contractor. The contractor checklist will help determine if a contractor is likely to
perform the work in accordance with occupational health and safety requirements.
Contractors can be pre-approved and will follow ACME Corp.’s “Contractor Approval
Policy”. In that policy it outlines the process for contractors to submit documentation
for pre-approval. For construction projects, preference will be given to contractors who
have achieved the IHSA “Certificate of Recognition (COR)”: IHSA COR Certification

Stage 2 – Pre-commencement Meeting

After a contract has been awarded but prior to the job commencing, the Pre-
commencement meeting Checklist (Appendix B) will be reviewed and completed by the
applicable Department Representative with the successful contractor/subcontractor or
constructor. Corporate Health and Safety staff my also assist in this regard.

Stage 3 – Performance Monitoring

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During the contract, ACME Corp.’s Project Manager or delegate will monitor the
contractor’s performance on a regular basis, documenting issues and concerns. Health
and safety performance and worksite monitoring may consist of any of the following;
health & safety audit, workplace inspection or incident/accident investigation. The
occupational health and safety performance and practices of a contractor,
subcontractor, constructor or any related work; will be monitored in order to confirm
that the contractor/subcontractor or constructor has complied with health & safety
policies and best practices and complied with the Contractor Management Program
requirements. Project manager or delegate will conduct and document the monitoring
activities.

The Incident Reporting Form (Appendix C) is to be completed for all contractor health &
safety incidents or infractions. Copies of all Incident Reporting Forms must be retained
in the bid file by project manager and copy sent to ACME Corp. Human
Resources/Health & Safety Dept.
ACME Corp. retains the right to stop the contractor/constructor work without penalty to
ACME Corp. if the contractor/constructor does not comply with the Occupational Health
and Safety Act and Regulations, all applicable ACME Corp. and contractor/constructor
company policies/procedures, Industry best practices/standards, or creates an
unacceptable health and safety condition. Depending on the severity of the risk and
prior to stopping work, the project manager or delegate may consult with ACME Corp.
Legal Dept. and/or ACME Purchasing Dept.

Stage 4 - Post Contract Performance Evaluation

The Post Contract Performance Evaluation Form (Appendix D) is to be filled out, signed
and retained in the bid file by the project manager and copy sent to ACME Corp. Human
Resources/Health & Safety Dept. As a result of documented poor performance, the
contractor/constructor may be disqualified from bidding on future work for ACME Corp.
1) ACME Corp. reserves the right to:
a. disqualify a contractor based on past performance
b. obtain documentation and evidence to demonstrate that the
contractor/constructor complies with the Contractor Management
Program requirements

5. Continuous Improvement

Management/Human Resources/Health & Safety Dept./Procurement will develop an

effective and on-going system to identify and track Contractor Management Program
gaps and corrective actions. The system will be well-documented, and records kept. The
Contractor Management Program will be annually reviewed and updated as required by
Management/Human Resources/Health & Safety Dept. /Procurement. Representatives
from all stakeholders will be consulted during this review. In addition to a thorough
program review, past incidents and identified gaps will be reviewed for areas of
improvement. Corrective actions will be developed and assigned to appropriate

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management. Changes and updates to the Program will be well-documented and

records kept. Results of the Program review will be documented and shared with senior
management and the JHSC/Health & Safety Rep.

Continuous Improvement Review Tracking

Date of Notes Name of Reviewer
Review/Change

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Appendix A

Contractor Checklist
TO BE COMPLETED BY SUCCESSFUL BIDDER AND PRE-QUALIFED CONTRACTOR.

ACME Corp. reserves the right to request documentation to verify contractor checklist content.

CONTRACTOR NAME (CORPORATION):

CONTRACTOR’S REPRESENTATIVE:
NUMBER OF STAFF (FULL & PART TIME):
TENDER/BID/RFP #:

A. WSIB REGISTRATION YES NO

i) Proof of current registration and in good standing with WSIB. Enclose a
WSIB Certificate of Clearance. (must be renewed every 45 days)
ii) Self-employed contractors, for non-construction work may have
alternative insurance for workplace injury/illness or may fall under ACME
Corp’s insurance.

#
B. INCIDENT STATISTICS/REPORTING YES NO incidents
Notes
i) Do you maintain files on health & safety incident?
How many incidents over the last 3 years?
ii) Do you file a Form 7 with the WSIB for incidents
requiring medical attention or lost time? How many
over the last 3 years?
iii) Has your company experienced any critical injuries
or fatalities and, if so, how many over the last 5
years?
iv) Did you report your critical/fatal injuries to the
Ministry of Labour?
v) Have you incurred any occupational illnesses? How
many over the last 5 years?

C. FIRST AID YES NO #

i) How many trained First Aid Responders will be on site?
ii) Are up to date First Aid Certificates readily available? n/a
iii) How many First Aid kits will be available at the work site?
iv) Do you maintain First Aid treatment records? n/a
v) Do you inspect & record the First Aid kits every 3 months?

D. HEALTH & SAFETY POLICY AND PROGRAM YES NO N/A

i) If you have more than five employees (full and part-time) do
you have a Health & Safety policy statement, and a program in
place to implement this policy?

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E. JOINT HEALTH & SAFETY COMMITTEE/HEALTH & SAFETY REP. YES NO N/A Frequency
i) Do you have a Joint Health and Safety Committee (JHSC) in
place? (legislated requirement for employers with 20 or more
workers)
ii) Do you have a Health & Safety Representative in place, rather
than a committee? (legislated requirement for employers with 6-
19 workers)
iii) Do you hold JHSC meetings? How often?
iv) Do you record and maintain minutes?
v) Do you hold safety meetings or tailgates? How often?
vi) Do you maintain records of these meetings?

For next section, indicate each training program conducted by your company, and written
policy and procedure that is applicable to the work/services to be performed and indicate
how frequently you train your workers. For work over $10,000 enclose a copy with bid.

F. TRAINING POLICY / PROGRAMS Written

Training
*Applicable to work/service to be performed* Procedure
Yes NO N/A Frequency YES | NO
WHMIS – Generic (Legislation Overview)
WHMIS – Specific Chemical Review
Designated Substances (provide list)
Incident/Accident Investigation
Respiratory Protection
Workplace Inspections
Transportation of Dangerous Goods
Confined Space Entry
Safe Driving
Traffic Control
Housekeeping & Spills
Fire Protection
First Aid
Food Safety
Emergency Procedures
Trenching & Excavation
Lockout / Tag out
Machine Guarding & Equipment Safety
Musculoskeletal Disorders
Ergonomics
Chainsaw
Electrical Safety
Ladder Safety
Crane/Rigging Safety
Rescue/Retrieval
Material Handling e.g. heavy equipment,
forklift etc.
Welding or Cutting
Demolition

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Slips, Trips and Falls

Working at Heights (Fall Protection)
Elevated work platforms & Scaffolding
Biological Hazards
Infection Control
Violence & Harassment
Wellness Program
Return to Work
Radiation
Extreme Temperature
Noise
Mental/Psychological Health
Working Alone
Preventative Maintenance
Personal Protective Equipment
Other (please list):

For next section, indicate the PPE that you will be providing for the work to be performed.

G. PERSONAL PROTECTIVE EQUIPMENT (PPE) YES NO N/A

Head Protection
Safety Glasses
Chemical Goggles
Face Shields
Hearing Protection
Foot Protection
Gloves
Working at Heights Equipment e.g. fall arrest harnesses
Personal Floatation Devices
Traffic Vests
Respiratory Protection (specify type):
Protective Clothing (coveralls, aprons, masks, TYVEX suits etc.)
Welding PPE
Other (please list):

H. HAZARDOUS SUBSTANCES N/A Copy Attached

i) Enclose a list of all chemicals to be used on the site (including
designated substances)
ii) Enclose a copy of all safety data sheets (SDS)
Hazardous Substances Program Yes No N/A
iv) Are all products appropriately labelled? (WHMIS 2015)
v) Do you conduct annual training, or review, of the chemicals
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used by your employees?

vi) If you use designated substances, do you have a control
program for each?
vii) Are your chemicals stored in adequate storage containers for
use on the site?
viii) Do you have a written policy and procedure for hazardous
chemicals?

For next section, indicate each topic reviewed in orientation of new workers.

I. ORIENTATION YES NO N/A

Overview of Occupational Health & Safety Act & Regs.
Duties under the Occupational Health & Safety Act
Worker Health & Safety Rights
Personal Protective Equipment
Housekeeping
Working at Heights (incl. ladders)
Fire Protection
First Aid Facilities
Emergency Procedures (e.g. Fire, Spills)
Hazardous Substances (WHMIS 2015 and Designated substances)
Trenching/Evacuation
Electrical Safety
Confined Space Entry
Lock out / Tag out
Machine Guarding
Safe Driving
Traffic Protection
Musculoskeletal Disorders
Incident/Accident Reporting
Other Topics:

J. EQUIPMENT YES NO N/A

i) Enclose a list of all equipment to be used on site, excluding non-
powered hand tools.
ii) Do you conduct pre-start inspections of vehicles, heavy
equipment and other dangerous equipment?
iii) Do you maintain records of these inspections?
iv) Do you conduct routine maintenance on all equipment?
v) How often is the maintenance conducted?
vi) Do you maintain records of the maintenance? Frequency:
vii) Are operational manuals available on site or on the equipment
for all large motorized equipment?

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K. EQUIPMENT CERTIFICATION YES NO N/A

i) Do you have all large motorized equipment, such as cranes or
forklifts, certified on annual basis?
ii) Which company performs this certification?

For next section, indicate whether you use written work permits.

L. WORK PERMITS YES NO N/A

Hot Work
Confined Space Entry
Lockout/Tagout
Other Permits:

M. SITE SUPERVISION
Please list the supervisor(s) who will be in attendance/in control of the worksite, how often
will supervisor visit the worksite & their contact number (cell phone/pager)
Name of Supervisor Frequency of visits Contact Number

For next section, indicate each category of certification or licensing required to perform the
work.

N. CERTIFICATION / LICENSING
Yes No N/A
Trades Qualification (Trades Qualification Act of Ontario)
Extermination License
Hazardous Waste
Professional license
Welding
Electrical
Plumber
Forklift
Chainsaw
Air Brake “Z” Endorsement
Asbestos
Criminal Reference Check
A specific Class of Driver’s License (e.g. AZ, F, G)
Others:

O. SUB-CONTRACT WORK
Yes No N/A
i) Do you plan to sub-contract any work
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ii) List the work to be subcontracted and indicate whether they completed this “Contractor
Checklist”

The undersigned hereby acknowledges and represents that the information set out in this
form is accurate as of the date of signing.

Dated at _________________________this ________ day of ____________, 20___.

______________________________ __________________________

Signature Witness

_______________________________ ___________________________

Name & Title (please print) Name

Contractor Management Program

Appendix B

Pre-Commencement Meeting Checklist

Project Name:

Project Number:

Contractor:

Notice of Project
Sections 5 & 6 of the Construction Regulations requires that before beginning work at a project
that each constructor and employer engaged in construction shall complete an approved
registration form (Form 1000) to be kept at the project and a Notice of Project, to be filed with the
Ministry of Labour. The contractor shall provide the project manager with a copy. All parties will
review, plan and ensure compliance with project parameters.
Contractor Checklist
All parties will review and comply with the contractor checklist (see appendix A).
Health and Safety Program
The contractor shall be requested to provide a copy of their Health & Safety Program along with
one from all subcontractors that will outline the expectations of their employees. It must specify
that they will be using only competent persons to supervise and perform the necessary work
requirements. It will be the responsibility of the contractor to ensure all health and safety related
information is passed on to subcontractors. All parties will review, plan and ensure compliance
with ACME Corp.’s Contractor Management Program. The project manager retains the right to
require the contractor to implement any ACME Corp. health & safety policy/procedure as a
substitute for the contractor’s policy/procedure; if the contractor’s policy/procedure fails to meet
ACME Corp.’s standard.
WHMIS, Designated Substances and TDG
WHMIS requires that all controlled products must be identified with a label, have an SDS sheet
and requires that the employer train the workers in the specifics of the products on site regarding
hazards and controls. Designated Substance Regulations deal with 12 specific substances that are
closely regulated. It establishes exposure limitations, monitoring requirements and controls for
those products. Transportation of Dangerous Goods regulations established the requirements for
movement of controlled substances, storage and handling requirements and includes placarding
of vehicles carrying controlled substances. The contractor is required to comply with all of the
regulations and requirements.

Contractor Health & Safety 18

Trenching, Excavating and Shoring
The Construction Regulations identify shoring and sloping requirements where there are trenches
and excavations. Contractors are expected to comply where applicable. Contractors must have
current copies of all required utility locates on-site during excavating operations. Violations of
these regulations, specifically entry into a trench or excavation by workers where shoring or
sloping is required will not be tolerated.
Overhead Electrical Hazards
The regulations are specific with respect to how close contractors or subcontractors equipment
can approach live-electrical lines. This is extremely important when there are concrete pumpers,
loaders, backhoes, bucket trucks or stockpiles of gravel or other materials adjacent to overhead
power lines. It is the responsibility of the contractor to assess the project for overhead power lines
and to implement a policy and safe work procedure to ensure the safety of the workers and
compliance with the applicable regulations.
Confined Space Entry
A confined space is defined as a fully or partially enclosed space, that is not both designed and
constructed for continuous human occupancy, and in which atmospheric hazards may occur
because of its construction, location or contents or because of work that is done in it. An
evaluation must be done by the contractor to determine if a “space” meets the definition of a
“confined space” The contractor is expected to comply fully with all applicable regulations where
confined space entry is expected.
Working at Heights (Fall Protection)
The Contractor, in accordance with Sections 26-27 of the Construction Regulations (Reg. 213)
and/or sections 13-19, 85-86 of the Industrial Establishments Regulations (Reg. 851) will ensure
that workers are adequately protected from fall hazards.
Scaffolding
Scaffolding comes in many forms. The contractor must stipulate the scaffolding he will be using
and regular inspection and maintenance must be done. It is important that the contractors and
subcontractors workers are trained in the use of scaffolding, and particularly where fall protection
is required.
Personal Protective Equipment
Every project is considered by the Ministry of Labour to be a worksite where CSA approved hard
hats and safety footwear must be worn. The contractor is responsible to ensure that other
applicable personal protective equipment, i.e. reflective vests and safety eyewear, is provided and
used by their employees and subcontractor employees.
Elevated Work Platforms, Hoists& Rigging
The contractor for many projects will have some form of the above mentioned equipment on site.
This equipment must be in safe operating condition and current inspections available. Of concern
is the load capabilities of this type of equipment and that are operated by competent persons.
Contractor Health & Safety 19
Toilet and Clean-up Facilities
The Contractor must specify how he/she intends to provide his/her workers with the necessary
washroom facilities as required by the regulations. A reasonable supply of potable drinking water
must be available. The number and type of these facilities must comply with the OHSA Regulations
for Construction Projects.
Tunnels, Shafts, Caissons, Cofferdams
If the work involves the aforementioned, the contractor must specify how he intends to deal with
working alone, entry into, fire protection, rescue, facilities, communications and first aid. Lighting,
shoring, hoist ways and tunnel equipment requirements are also specified in the Construction
Regulations. If explosives are to be used, compliance is also regulated by Federal Regulations.
Electrical Work
On a project, no worker other than an Electrician that is certified under the Trades Qualifications
and Apprenticeship Act shall perform electrical work. Lockout/Tag out procedures for energized
equipment must be identified and followed during maintenance and repair operations.
Welding and Cutting
Where welding or cutting operations take place, measures for fire protection and steps to protect
equipment from damage must be taken.
Traffic Control
Traffic control requirements must be specified for dealing with worksite equipment as well as
control of pedestrians, cyclists and all vehicle traffic. All signage and traffic control must be in
accordance with the Ontario Traffic Manual- Temporary Conditions Book # 7, and any additional
requirements specified by ACME Corp.
First Aid
The regulation for First Aid requires that a first aid station be in place and that a worker trained in
first aid be immediately available. The WSIB First Aid regulation 1101 outlines the requirements
for a first aid station and how it must be equipped.
Joint Health & Safety Committee (JHSC) or Health & Safety Rep. (HSR)
The contractor will establish a JHSC or HSR as required under the Occupational Health & Safety Act
and under the Construction Regulations (Reg. 213). The contractor will furnish the JHSC/HSR with
all resources and assistance required to fulfil their duties. The contractor will develop a written
terms of reference for the JHSC/HSR.
Performance Monitoring, Workplace Inspections and Incident/Accident Investigations
The contractor and project manager will develop a process to monitor performance (as per Stage
3 above), conduct regular workplace inspections, incident/accident investigations, site visits,
audits as outlined in the Contractor Management Program.

Contractor Health & Safety 20

Security and Site Access
The contractor and/or employer will provide site security and limited access to prevent
unauthorized entry, as outlined in the contract.
ACME Corp. Property Usage
The contractor will not access or use any of ACME Corp.’s equipment, machines, tools, vehicles,
premises, workers, documents, data, property, resources etc. without express permission from
ACME Corp.
Communication Plan
The contractor and project manager will develop a process and to mutually communicate. i.e. who
communicates to whom, how communicate, when communicate, documentation of
communications, communicating with the Employer, Communicating with outside agencies (e.g.
enforcement agencies) etc.
Compliance
Compliance with contract specifications is outlined in the contract. The contractor understands
that the penalties for non-compliance including work stoppage by ACME Corp. or a Ministry of
Labour inspector, shall be at the contractor’s expense. Repeated or serious violations may result
in cancellation of the contract and refusal to consider the Contractor’s tender on future projects.
It is important that the Project Manager be the primary contact with the contractor.

Name of Contractor Rep. (please print) __________________________________

Signature of Contractor _______________________________

Date ______________________________
The contractor will be responsible for ensuring that a signed copy of this checklist is received
from all applicable subcontractors.

Contractor Health & Safety 21

Appendix C

Incident Reporting Form

{Insert ACME Corp.’s Incident Reporting Form}

Contractor Health & Safety 22

Appendix D
Post-Contract Performance Evaluation Form

To be completed for all contracts.

Contractor (Corporation) Name: File Number/Tender/Bid #:

Contract Description:

ACME Corp. User Department: Division:

User Department Contact: Contact info.

SECTION A: POST PERFORMANCE EVALUATION

EVALUATION CRITEREA EXCEPTIONAL SATISFACTORY UNACCEPTABLE

1 a) Did the work generally get
completed on time?

b) If not, why?

2 Adherence to the specifications of

the tender document?
3 Quality of Material/Workmanship?

4 Compliance with Health, Safety &

Environmental
standards/requirements?
5 Overall customer service?

6 Were specific issues/problems

addressed in a timely and acceptable
manner?

Documented unsatisfactory health and safety performance may exclude the contractor
from future work with ACME Corp.

Contractor Health & Safety 23

SECTION B: HEALTH & SAFETY REVIEW

DESCRIPTION NUMBER OF OCCURRENCES

Total number of incidents/accidents:

Total number of critical/fatal injuries reported to

Ministry of Labour:
Property damage incidents:

Ministry of Labour orders, if applicable:

Total number of other health & safety

violations, policy breeches etc.

SECTION C: ADMINISTRATION
Performance Record and Evaluation data on this form has been completed by:
Project Manager:

_________________________________ _______________________________

Name Title

Signature: ___________________________ Date: ______________________

Additional Comments:

SECTION D: CONTRACTOR REVIEW

Review the post-performance evaluation with the Contractor.

Contactor Comments:

Contractor Representative: _______________________________________________________

Name Date

Contractor Health & Safety 24