Manor Group Investment Trust

CONTRACTOR INDUCTION

Commitment and Expectations Booklet

Introduction

A commitment to Occupational Health and Safety (OHS) is a commitment to doing things in a safe manner. This leads to reducing and elimination of incidents. The Company’s policy is to provide a healthy and safe working environment.

With the appropriate attention to work safe practices, workers and contractors can perform their duties without risk to personal injury, injury to others or damage to property.

It is an expectation of the Company that the contractor will be familiar with the relevant OHS statutory requirements and that these will be observed at all times when working on any operational sites.

Likewise, the Manor Group has OHS obligations to the contractor and their employees and will ensure that these are conducted at all times.

Contract Conditions

The contractor shall ensure their employees and any subcontractors under their control are inducted and comply with the requirements of the Company’s OHS Management System and that:

• No unauthorised personnel attend the site
• All personnel are suitably trades qualified
• All personnel are suitably supervised
• All personnel are in a fit state to perform the required tasks at all times.

Health and Safety Approved Contractor Process

An Approved Health and Safety Contractor list has been established for all contractors who wish to work for Manor Group Investment Trust. All contractors must complete the Contractor Management Program. This list will be managed by the Health and Safety advisor or company delegate.

The following will be considered when reviewing the Contractors Health and Safety approval application:

• The contractors H&S policy, practices and records
• That the contractors have relevant insurances, licenses and registrations
• If they are a member of a recognised industry organisation
• If they hold a recognised Health and Safety accreditation ( ACC Workplace Safety Program)

A Contractors approval status is valid for one year (subject to their performance). Contractors are then required to re-apply and provide updated copies of documentation to demonstrate ongoing monitoring and continual improvement of their health and safety management system.

Contractors will be graded to determine what type of risk and management requirements will be required as per below categories.

Category 1 - (High Risk Activity) Potential Significant Harm could occur. Construction work that follows a tendering process OR Contractors who will be carrying out high risk work

Category 2 - (Medium Risk Activity) – Regular or short term contractors with a moderate level of risk

Category 3 - (Low Risk Activity) One-Off jobs/irregular contractors or where there is no likely risk of harm occurring to anyone

All Contractors shall complete the following:
• Pre Work Application Form
• Contractor Induction Commitment and Expectation Booklet
• H&S documents of evidence provided
• Onsite Induction Completed
• Sign in and Out Daily on site

Responsibilities
Both Manor Group Investment Trust and any of its contractors are individually responsible for providing and maintaining a safe working environment and are legally required to arrange facilities for their employees at work for their health and safety.

Manor Group Responsibilities:

• Ensuring that contractors are informed of any known hazards and that controls are in place to prevent harm.
• Ensuring that all contractors in their control and performing work are adequately trained, competent and suitably licensed.
• Ensure that equipment being used is in a safe operating condition and that licensing and/or certification is current.
• Ensuring Contractor requirements are fulfilled by monitoring and evaluating health and safety performance, compliance and following safe work practices.
• Ensuring regular health and safety meetings are conducted with the Contractor throughout the duration of the contract/project.
• Taking all practicable steps to ensure Contractors, Sub-Contractors or their employees are not harmed while undertaking any work the contractor is engaged to do.

Contractor Responsibilities:

• Have an accepted Health and Safety Policy
• Follow the Manor Group Health and Safety Policy
• Being aware of the hazards and following the required controls
• Reporting incidents and injuries within the prescribed timeframes
• Using personal protective equipment and clothing in the correct manner
• Being familiar with the emergency response plan
• Not working while under the influence of drugs and alcohol
• Ensuring that all their sub-contractors and employees in their control are adequately trained, competent and suitably licensed.
• Keeping the work area safe and secure and follow the site safety plan
• Complying with and understanding their obligations under the Health and Safety in Employment Act 1992 and any other relevant legislation, guidelines and approved codes of practice.

Site Induction Requirements
The contractor and contract personnel shall attend a site specific induction prior to commencing work. This will be conducted by Site Management for each individual site.

This induction shall also cover site specific matters such as:
• Location of first aid facilities
• Emergency procedures
• Site safety and environmental rules
• Smoking policy
• Parking and vehicle movement requirements
• Incident reporting
• Access restrictions
• Hazardous areas
• Work permit system and relevant authorities
• Personal protective equipment requirements.
Contractor Identification and Sign-in/Sign-out
All contract personnel are required to report on and off the job and shall register their attendance on the site register they are working on.
Communication/Contractor & Employee Participation
All contractors and contract personnel must communicate all information pertaining to safety requirements on site. This includes notification of hazards bought onto site or created during the course of the project. This may be done via notice boards, regular safety meetings and weekly toolbox talks.

Effective communication between the Contractor and Manor Group Investment Trust is essential.
Regular Health and Safety Meetings shall take place at a location agreed to by the parties involved.

These discussions will include:
• The company delegates
• Agree and document who will be in control of the work site
• Formal arrangement to exchange information
• Minutes of any H&S or toolbox meetings should be documented and kept on file.
Safety Inspections and Reviews
All contractors shall carry out regular documented safety inspections of their own work areas while on site. Copies of the inspection records must be given to the project manager for discussion at safety meetings. Any recommendations, improvement notices, hazards reported or corrective action will be discussed at safety meetings.
Safe Work Practices
All contractors and contract personnel must be appropriately instructed and adequately trained and have the resources and equipment to safely perform their work.
Hazard Management
Contractors will comply with the HSE Act – Hazard Identification and all practicable steps criteria.
The contractor is required to conduct a risk assessment relative to the contracted works and submit their hazard register to the Company prior to commencing the work.

The contractor shall:

• Identify the hazards associated with the contract works and activities.
• Determine the level of risk.
• Establish risk control measures using the hierarchy of controls.
• Complete a site safety plan for all tasks to demonstrate that hazards have been identified and managed.
• High risk activities must ensure work safe procedures/instruction, task analysis worksheet are developed by the contractor and they must clearly state the work schedule, highlighting the controls.

All persons involved in the activity shall receive appropriate training in the safe work procedures.
Licencing
Contractors are to provide Manor Group details of the licences required for safe delivering of the contracted services and confirmation that the licences are held and are a current by their employees.
Housekeeping
Contractors are required to maintain workplaces in a clean and tidy condition. Working areas, stairways, passages, emergency exits, firefighting and safety equipment must be kept clear at all times.

If required, working areas must be barricaded off and appropriate warning notices erected. All materials and debris must be lowered and not dropped from elevated locations and platforms.

Work areas and access to work areas must be cleared at the end of each working day. The contractor is required to conduct regular safety/housekeeping inspections to ensure the maintenance is of satisfactory standards at all times.

Where an inadequate standard of housekeeping has developed and compromises safety and cleanliness, or can cause an impact of the environment, the contractor will be instructed to cease work until the area has been tidied up and made safe.

Environment Obligations
Contractors must meet all their obligations under the legislation whilst working for the Company. Relevant environmental legislation includes, but is not limited to:

• Environmental Protection Acts and Regulations
• Environmental licenses, permits and consents
• Waste management
• Air, noise and water pollution
• Hazardous Substances/Dangerous Goods

A hazardous substances/Dangerous Goods register shall be maintained with the appropriate Safety Data Sheet (SDS) for any hazardous substances and dangerous goods that you may use on site.
Where specific emergency processes are required a Task Analysis Worksheet/Job Safety Analysis shall be completed.

As soon as the contractor becomes aware of an activity or incident that has caused, or could cause, harm to the environment, immediate remedial action shall be undertaken and the incident reported to the Company immediately.
Liquid Waste
Liquid wastes cannot be placed in rubbish bins or skips. Depending on the nature and type of risk posed by the liquid waste the contractor shall determine the disposal method and to not dispose of waste into storm water or sewer unless they have obtained the appropriate approvals.
Hazardous Waste
Some materials are considered regulated wastes under environment regulations.

If the contractor is handling one of these regulated wastes then the following is required:

• Appropriate licenses to generate the waste
• Have an approved facility for disposal of the waste
• Have all required documentation for the generation, transport and disposal of the waste.

General Waste Handling
Regardless of the type of waste, the contractor has specific obligations as follows:

• Contractors are responsible for all wastes they generate
• They must make arrangements to remove generated waste from the site
• Wastes should be segregated for disposal
• All waste is to be removed on a regular basis
• Do not accumulate waste material
• Loose material must be managed to prevent moving and blowing off site

Pedestrian and Vehicle Interaction
Vehicles driven on site can present a risk to pedestrians and other traffic. Drivers of vehicles or plant shall comply with all rules relating to speed limits and safe loads and limits. This includes drivers of cars, utilities and delivery trucks.

The rules apply when entering, operating within and exiting a site and when working in areas on the Company’s behalf. All existing vehicle access and egress points must be kept clear at all times. Parking will be provided for contractor’s vehicles at their risk at the location nominated by the Site Management Team.
PPE – personal protective equipment
Contractors are required to provide their own personal protective equipment and safety equipment. These include such items as safety boots, hard hats, gloves, high visibility vests, sunscreen and safety glasses.

The contractor and their employees shall observe all safety signs and requirements whilst on site and must at a minimum wear the required PPE. A high visibility vest must however been wore at all times when working on site.
Public Safety Requirements
Contractors shall ensure that the public are adequately warned by way of signs, barriers or other means where the work is likely to present potential hazards.

Where hazards may affect other people within the vicinity, contractors in control of the work site must take all practicable steps to ensure no hazard harms them. People in the vicinity must be notified of significant hazards. Contractors have the right and responsibility to instruct people not suitable protected to leave the area while the hazard is present.

Electrical Plant and Equipment
Contractors must ensure all electrically powered equipment is in a safe working condition. All leads and portable equipment must have a legible and current test tag.

• All plant and equipment must be maintained in a manner that is safe for its use
• All licensing and certification requirements shall be met by the contractor. Eg forklift operations, working at heights, confined space training.
• All ladders shall be clearly labelled and used correctly as per the Best Practice Guidelines for working at heights
• All scaffold shall be erected and certified by a competent person
• No equipment shall be used unless it has sufficient guarding or certification as per the Best Practice Guidelines for Safe Use of Machinery
• All equipment must have an operations manual available
Emergency Readiness
All contractors and contract personnel will be instructed in the emergency evacuation procedures for the site they are working at as part of the induction process. In most occasions this will be the site manager.

In the event of a site evacuation the Emergency Evacuation Alarm will be sounded and your employees must promptly evacuate and follow the directions of emergency personnel during practice drills or actual emergency situations.

Every emergency situation you identify under your hazard management process will be required to have an emergency plan and procedure prepared. Failure to cooperate in an emergency may lead to the contractor or contract personnel being removed from the site.
Incident Reporting
As per the Health and Safety in Employment Act 1992 it is an offence if you fail to report and record a workplace injury, illness, dangerous event or occurrence or an environmental incident.

Contractors are to use their own procedures to record, report and investigate accident or near miss incidents and then shall notify Manor Group Investment Trust of any Serious Harm incident immediately and all other events within 24 hours.

An investigation will be conducted either in conjunction with the contractor or separately. The Company may issue a corrective action for any non-conformances incurred by the contractor or contract personnel.

Serious Harm Incidents/Events must be reported as soon as possible directly to WorkSafe NZ by phone and provide a written notice of the circumstances within 7 days.

In the event of serious harm accident the scene must not be disturbed until permission is obtained from WorkSafe NZ, except to carry out first aid treatment or to prevent further harm to people and property.

All other Accidents - Contractors and contract personnel shall immediately report all incidents in the first instance to their Company representative and the Site Manager.

Fire
Contractors are responsible for fire protection within their work environment and are responsible for ensuring that flammable liquids are stored in closed metal containers—which are labelled as per regulations to identify contents.

Contractors are responsible for ensuring they have fire extinguishers on their company vehicle. All sites will have fire extinguishers and these locations will be identified in the induction process.

First Aid
Contractors are responsible for ensuring they have provided first aid equipment and that it is readily available for the provisions of first aid treatment. Its location will be identified in the induction process.

The contractor shall have a person on site, trained to assist in first aid treatment with a current certificate in the event that an injury may occur to any of your staff.

All first aid treatment incidents are to be recorded and reported to the Site Management Team.
Notifiable Works/ Work Permits and Authorities
As defined in the Health and Safety Regulations 1995, Section 2 and 26, before commencing any work. All notifiable work permits should be obtained from WorkSafe NZ in writing 24 hours prior to commencement of such work. Site management will require copy of confirmation that you have done this.

If a permit is required to undertake specific work this shall be obtained by the contractor and then ensure that all necessary precautions are taken for the safety and health of all persons engaged in tasks requiring a permit.

Types of Notifiable Works:

• Any construction work of one or more of the following kinds:
• Work where workers could fall five metres or more, excluding work on a two-storey house, or work on a power or telephone line, or work carried out from a ladder only, or maintenance or repair work of a minor or routine nature.
• The erection or dismantling of scaffolds from which a person could fall five metres or more.
• Every excavation more than 1.5 m deep in which people are required to work and which is deeper than it is wide at the top.
• Any form of tunnel or drive where workers work underground, irrespective of timbering or support.
• Those excavations where the excavated face is steeper than one horizontal to two vertical.
• Any construction work where explosives are used or stored.
• Work such as diving, where construction workers breathe air or any other gas that has been compressed or is under pressure.
• Lifts of half a tonne (500 kg) or more a vertical distance of 5 m or more carried out by use of a lifting appliance other than by a mobile crane, excavator or forklift.

Insurances and Registrations
Before a contractor can begin any contracted work for the Company they must ensure that certain requirements are met to minimise risks. It is mandatory that contractors have relevant insurances, licenses and registrations.

All contractors must supply details and a current copy of:

• Public Liability Insurance
• Contractor Management Programme - Pre Work Application
• Copy of Trade Qualifications
Monitoring Contractors
It is a legal requirement to monitor contractors. The Company will assess and conduct contractor observations not only on their ability to meet the requirements of the job, within the timeframe and quality of workmanship, but also on their willingness to perform their work at a high level of safety.

This will be conducted both during and at the conclusion of the contract. Regular and random checking of the contractors shall be carried out.
Contractor Non-Compliance
Non-compliances with health and safety and environmental legislation by a contractor are taken very seriously. Manor Group Investment Trust has the right to suspend work at the contractors expense where the company is not satisfied that all practicable steps are being taken to ensure the health and safety of employees and others in connection with the contract.

If the event could lead to serious harm Manor Group Investment Trust shall undertake a formal health and safety audit of the entire site. Once the audit is complete the contractor will be instructed to rectify any outstanding issues within a specified timeframe, this will depend on the level of risk.

The Company delegate will check that corrective actions have been implemented and ensure it is effective.

If the action has not been effectively implemented the company may:
• Issue a verbal instruction followed by a letter or email to the Manager or Director of the contracting firm advising the issues that require immediate attention.
• Shut the site down if the issues are not rectified within a short time frame.
• Remain on site until the issue is resolved
• Keep a documented record of all corrective actions taken

While under contract to the Company, all contractors and contract personnel shall abide to the all policy, procedures and work practices at all times. Any contractor or contract personnel found to continuously disobey any lawful rule or instruction will be considered a breach of contract with the Company and may result in termination of the contract.

Manor Group Investment Trust – Health and Safety Policy

We are committed to providing and maintaining a safe and healthy working environment for our employees, visitors, and all people using our premises as a workplace.
To ensure a safe and healthy work environment, we will develop and maintain a health and safety management system. Specifically, management will achieve this by:
o Setting objectives and targets that will continually drive us to improve our H&S performance, processes and work practices
o Annually review health and safety objectives and managers’ performance
o Actively encourage the accurate and timely reporting and recording of all incidents and injuries
o Ensuring all incidents and injuries are investigated fully to identifying the contributing factors so that appropriate corrective actions are taken
o Actively encourage people to report any pain or discomfort early on
o Provide treatment and rehabilitation plans that ensure a safe, early and durable return to work
o Identifying and understanding hazards to the activities we undertake and by effectively assessing, controlling and managing those risks
o Providing appropriate training and support our employees to enable them to understand our vision of working safe and to allow them to perform their roles competently and safely
o Encourage employee consultation and participation in all health and safety matters
o Promote a system of continuous improvement – this includes reviewing policies and procedures each year
o Meet our obligations under the Health and Safety in Employment Act 1992, the Health and Safety Regulations 1995, codes of practice and any other relevant standards or guidelines for our business
o Develop and implement a safe operation protocol
o Develop and implement emergency and evacuation procedures
o Ensure all plant and equipment is maintained and safe to use
o Ensure our employees are provided with appropriate Personal Protective Equipment (PPE)
o Regularly undertaking audits and inspections of our operation
Every worker is expected to share in the commitment to health and safety by:
o Every manager, supervisor is accountable to the employer for the health and safety of employees under their direction
o Observing all safety procedures, rules and instructions
o Properly using all safety equipment and clothing provided
o Be accountable for their own safety and that of others in the workplace
o Reporting early any pain or discomfort
o Taking an active role in the company’s treatment and rehabilitation plan to ensure an early and durable return to work
o Report any hazards or identified risks and all incidents which cause actual or potential injury or damage and STOP work where there is a threat to their or others’ safety
The Health and Safety Committee includes senior management representatives and nominated employee representatives. It is responsible for implementing, monitoring, reviewing and planning health and safety policies, systems and practices. This policy applies to all employees, contractors and subcontractors under our operational control. The Company Directors are accountable for ensuring this policy is implemented. The policy shall be reviewed annually and updated as required.
The Contractor Induction Commitment and Expectation Booklet has been read by me and any specific points requiring clarification have been explained to me by:

(Name of Company Representative)

Please Enter your Email address

I acknowledge that I understand and accept my compliance and commitment to Manor Group Investment Trust and to work together in protecting our people, the community and the environment.

The Company policies and procedures have been explained to me and I acknowledge that I have read and understood them.

I understand that failure to comply with these policies may lead to my termination of contract with Manor Group Investment Trust.

(Please draw your signature with your mouse, your finger, tablet or smartphone)

Signature of contractor Date

Signature of person inducting contractor Date:

Remove the signed sheet and forward to the Contract Manager for filing.

Document is to remain with the Contractor.

Back to Top