Table of Contents
First created | 25 February 2015 |
First created | 9 June 2020 |
Review cycle | Two years |
Approver | Senior Leadership Team |
Owner | Projects Manager |
Stakeholders | Contractors, staff, students, parents |
Child Safety | National Principles 1, 4-8, 10 |
Overview #
- We greatly value the protection of our environment and make every effort to ensure that day-to-day activities at the College do not cause damage to that environment. Environmental offences and unsafe work practices can now incur serious financial penalties.
- By reading and understanding this policy and the related procedures, Contractors working on College property will be able to play their role ensuring their safety and the safety of others.
- Because the College considers environmental and safety issues important, a condition of entry to the sites for Contractors and their staff is compliance to the requirements of this policy. The policy is designed to assist the College and Contractors in the provision of a safe working environment for College staff and students, Contractors, Subcontractors, and their employees.
- Every effort has been made to explain the local site rules and legal obligations of Contractors and their employees working at the College; however, responsibility to understand and observe relevant legislation remains with the Contractor at all times.
Definitions #
- Asbestos means the fibrous form of mineral silicates belonging to the serpentine and amphibole groups of rock forming minerals, including:
- actinolite;
- amosite (brown asbestos);
- anthophyllite;
- crocidolite (blue asbestos);
- chrysotile (white asbestos);
- tremolite; or
- any material containing one or more of these minerals.
- Australian Standards means the standards published by the Standards Association of Australia.
- Building Code means the current Building Code of Australia, including amendments.
- College means Rehoboth Christian College.
- Contractor means the person, partnership or corporation bound to execute the work under the contract, who shall be responsible for superintendence of the works to make sure they are carried out according to the contract.
- Electrical appliance means a device in which electrical energy is consumed or substantially converted into heat, sound, motion, light or otherwise.
- Electrical installation includes:
- all wiring, wiring enclosures, switch gear, control and protective gear;
- any components associated with wiring that is located on premises to which electricity is supplied to, or is intended to be supplied to a private generating plant that supplied electricity.
- Employee means:
- a person under a contract of employment; or
- an apprentice or industrial trainee.
- Employer means:
- the person employing someone under a contract of employment; or
- the person employing an apprentice/industrial trainee under an apprenticeship/industrial training agreement.
- Hazard means anything that may result in injury or harm to the health of a person.
- Plan means any machinery, equipment, appliance, tool, component, fitting or accessory used in the execution of the work under the contract, but not forming part of the works.
- Principal for the purposes of this means Rehoboth Christian College.
- Residual Current Device (RCD) means a device intended to isolate supply to protected circuits, socket-outlets or equipment in the event of a current flow to earth that exceeds a predetermined value.
- Responsible Officer means the CEO, Finance Manager, or School Principal who is authorised to engage, manage, and control the services of a Contractor on behalf of the College.
- Scope of Works means all the work referred to in the contract documents, including all variations specified and all minor terms of work needed to complete the works properly.
- Subcontractor means the person, partnership or corporation bound by the Contractor to execute work under the contract.
- Supply Authority in relation to an electrical installation of a consumer means the authority supplying electricity:
- in the area within which the electrical installation is situated; and,
- to distribution works connected to the electrical installation. In relation to any other electrical installation, this means the Director.
- Supply Authority Notice means minor works or preliminary and completion notice as required to be submitted to the Supply Authority in accordance with the Electricity Act 1945, and Electricity (Licensing) Regulations 1991.
- Workplace means a place where employees work or are likely to be in the course of their work.
- Works means the whole of the work, including variation, to be executed and handed over to the College according to the contract.
Child Safe Framework #
- Rehoboth provides a learning environment in which all students are protected from harm of any kind and places the highest possible priority upon the safety and nurture of young people. The College expects all persons and organisations who partner with us, including Contractors and their employees, to espouse this approach.
- While not all Contractors are required to manage or supervise students, it is important that they are familiar with the College’s Child Safe Framework.
- Child safety is at the forefront of all planning, decision making, and activities. Every person involved at the College has a responsibility to understand the important role he or she plays in ensuring the wellbeing and safety of young people.
- In their interactions with members of the College community (and particularly students), Contractors will:
- understand their responsibility to safeguard and promote the welfare and wellbeing of others;
- behave in ways that promote the safety, welfare, and wellbeing of students;
- be role models for students, modelling effective leadership and appropriate behaviour;
- actively seek to prevent harm to others;
- not have conversations of a lewd or sexually suggestive nature with others or make comments of this nature to others;
- not be physically intimate with others;
- avoid being alone with a student in any circumstances;
- report any action or activity of another person that is inconsistent with these safety principles – the College undertakes to protect such persons who report in good faith from any negative consequences of making such a report.
Policy Statements #
- Contractors and their employees agree to abide by the College’s values and standards of conduct for the duration of their time on campus:
- acting with honesty and integrity;
- presenting facts and information accurately and completely;
- maintaining the highest standards of professional behaviour;
- conducting themselves in an ethical manner;
- not initiating rumours or circulating false information;
- respecting the College community;
- acting in accordance with all applicable College policies and practices;
- not offering, soliciting, or accepting gifts, money, favours, or concessions which might affect their judgement in relation to their work, or which might be seen to compromise their judgement;
- respect confidentiality, including an individual’s right to the privacy of their personal information and the proper handling of information as set out in the College’s Privacy Policy;
- not use information regarding the affairs of the College for personal gain, or for the benefit of others such as friends, relatives or associates;
- work together as a team to ensure a safe and harmonious environment that is free of harassment and discrimination;
- refrain from working under the influence of harmful substances;
- working within one’s authority level and scope of practice;
- dressing appropriately for work;
- identifying and managing conflicts of interest (including non-financial conflicts);
- preserving copyright and similar intellectual property rights.
- The Contractor is required to read and agree to the conditions of this policy before the College agrees to any contract.
- The Responsible Officer is responsible for the implementation of this policy on behalf of the College.
- Contractors, Subcontractors and their employees who commence works without authorisation or fail to comply at any time with this policy document may be removed from the College’s list of preferred Contractors.
- For the purposes of this policy, Subcontractors engaged and selected by the Contractor to conduct work under a contract will be defined as employees of the Contractor.
- The Contractor is required to provide evidence of insurance policy documents and certificates of currency in accordance with section Indemnity and Insurance of this policy.
- If, during any stage of the contractual works, it is brought to the attention of the College that standards, organisational requirements, or legislative requirements are not being complied with, then the Responsible Officer may stop works without financial or contract time penalty to the College until the Contractor has rectified the situation. Should non-compliance continue the contract may be terminated and the Contractor removed from the College’s lists of preferred contractors.
- Contractors shall not be permitted to undertake works at the College until they have attended the College Contractor Induction. Contractors are responsible for inducting their Employees and Subcontractors.
- A Contractor shall not undertake any work that varies from the original contractual arrangement. Approval for variations shall be obtained from the Responsible Officer. All variations are to be indicated on the “As Constructed” drawings.
- The contents of this policy are not to override Federal or State legislative requirements.
- All of the College’s facilities and Campuses are designated as “smoke free”.
- Contractors, Subcontractors, and their Employees who enter a Campus shall refrain from using inappropriate or bad language inconsistent with the values of the College.
Responsibilities of the Contractor #
- The responsibilities of a Contractor at the workplace relate to matters over which, and the extent to which, the Contractor has control or can reasonably be expected to have control at the site and all matters relevant to carrying out the works of the contract.
- The Contractors and their Subcontractors have a responsibility to ensure that new Employees engaged by them are familiar with the College’s procedures outlined in this policy.
- It is the Contractor’s responsibility to ensure that they adequately supervise their Employees or Subcontractors and that staff have been appropriately trained.
- The Contractor is to undertake and be responsible for the works as outlined in the Scope of Works and contract documentation.
- No contractor is to commence work unless the College insurer has provided written approval of the Contractor’s insurance arrangements and acceptance of the indemnity to the College. Upon receipt of the appropriate documentation this approval shall occur within the time limit specified by the insurer.
- For all electrical installation work, the electrical Contractor shall submit a Minor Works Notice or a Preliminary and Completion Notice to the Supply Authority.
- The Contractor, Subcontractors, or their Employees must not disconnect services without giving 3 days’ notice to the Responsible Officer and obtaining approval to proceed.
- Prior to the commencement of any excavation or trenching the Contractor shall:
- request and obtain service drawings from the Responsible Officer in order to determine the location of below ground pipe work and obstacles;
- undertake underground surveys to identify services or obstacles and carry out a risk assessment prior to proceeding with the work, and
- seek direction from the Responsible Officer when any doubt exists in regard to the course of action required to proceed with the work.
- Any damage caused to below ground services, pipe work and obstacles, etc. as a result of not proceeding as described above, shall be reinstated at no cost to the College by the Contractor, to their original condition.
- All portable electrical appliances used by the Contractor on College premises shall be Residual Current Device (RDC) protected and are tested and tagged in accordance with the Occupational Safety and Health Regulations.
- For all “hot work” the Contractor must ensure strict compliance with the Hot Work Permit requirements.
- On completion of the contract works, the Contractor shall ensure that:
- all tools, equipment, surplus materials, and waste produced while fulfilling the contract have been removed from the site;
- electrical switchboard legends are updated and danger tags are removed;
- all reporting procedures required under this document are actioned and completed; and
- “As Constructed” drawings and manuals (if required) for the completed work are submitted to the Responsible Officer.
- After completion of any electrical installation work, the electrical Contractors shall, before leaving the work site, complete an entry in the premises site electrical logbook detailing:
- the location and nature of the works;
- the number of the Supply Authority Notice; and
- the Contractor’s name, name of the person carrying out the work, and their licence number.
- Any damage or modifications to buildings, equipment, or the external environment caused by the works that are not included in the contract are to be repaired, at no cost to the College, by the Contractor to their original condition and the College’s approval.
Legislative Requirements #
- The Contractor shall ensure their compliance with any and all relevant legislative requirements, including the Occupational Safety and Health Act 1984, the Occupational Safety and Health Regulations, Australian Standards, Codes of Practice, and Building Codes of Australia applicable to Western Australia.
- It is the Contractor’s responsibility to ensure that their Employees and any Subcontractors engaged by them to undertake work on College projects comply with all relevant legislative requirements.
- If, during any stage of the contractual works the legislative requirements are, in the opinion of the Responsible Officer, not being adhered to, then the matter may be referred to WorkSafe WA for their consideration.
College Requirements of Contractors #
- Prior to the commencement of any work, the Contractors shall:
- obtain the Responsible Officer’s acceptance of insurance documents (see Point 5 of section Responsibilities of the Contractor)
- sign the Induction Checklist and return it to the Responsible Officer at least once in any calendar year;
- confirm with the Responsible Officer that they are in receipt of all available information regarding the contract works to be undertaken;
- report to the Responsible Officer to obtain their Contractor Identification Badge, keys and induction information (Minor Works Projects only);
- complete and have authorised by the Responsible Officer a Hot Works Permit form (available from the Finance Manager) prior to commencing any hot work such as welding, brazing or removal of paint by heat gun or burner within occupied buildings or Campus ground;
- wear, at all times, the Contractor Identification Badge issued by the Responsible Officer for the duration of the contract; and
- prior to work commencing on site, obtain information on and approval from the Responsible Officer on access routes to the work site for the delivery of materials.
- The Contractor shall submit to the Responsible Officer any consultant or approved “As Constructed” documentation in manuals as required by the contract. This will occur prior to practical completion of the works. These manuals shall cover the extent of the contractual works and should include, but not be limited to:
- a complete set of “As Constructed” drawings in an appropriate format when requested and complying with the College requirements or protocols;
- details on all equipment and appliances;
- equipment or plant operational instructions;
- maintenance literature for all equipment and appliances including spare parts listings;
- equipment supplier details; and
- commissioning figures, including all test readings (if applicable on equipment such as air-conditioning systems, lighting, fire alarm audible levels and alarm tests, etc.
Reporting Procedures Prior to Commencing Work #
Works Occurring During Normal Business Hours #
- Normal College business hours are 8:00am to 4:00pm.
- Prior to commencing work, the Contractor or Subcontractor shall:
- ensure that work does not commence on College property until the reporting procedures in this document are complied with;
- advise the Responsible Officer they are about to commence work;
- report to the Responsible Officer and submit the completed and signed Contractor Induction Checklist;
- report to the Responsible Officer and complete the Contractor’s Register, obtain Contractor Identification Badges; and
- obtain approval of access routes to the work site for the delivery of products and materials.
- The reporting procedures are carried our with the Responsible Officers at:
- Kenwick Campus
Rehoboth Christian College
92 Kenwick Road
KENWICK WA 6107 - Wilson Campus
Rehoboth Christian College
22 Dalton Place
WILSON WA 6107
- Kenwick Campus
- On registration with the Responsible Officer, the Contractor will provide details of the proposed works program.
Works Occurring Outside Normal Business Hours #
- Contractors who undertake work outside of the College’s business hours will:
- in the case of planned work, contact the relevant Responsible Officer during normal business hours in order to complete the procedures detailed in Point 5 of section Responsibilities of the Contractor;
- not commence until all relevant procedures in Point 5 of section Responsibilities of the Contractor have been completed;
- contact the Responsible Officer upon arrival and prior to departing from the College grounds;
- in the case of unforeseen work (callout), contact the Responsible Officer upon arrival and prior to departing from the College grounds, complete the Contractor’s Register, and obtain Contractor Identification Badges from the Responsible Officer; and
- in the event that an emergency arises on the work site and affects the College or its staff, students, or visitors, then the Contractor must inform the CEO at the time, or the Campus Principal on the next working day.
Reporting Procedures on Completion of Work #
- Where contracted work has been fully completed, the Contractor is to report to the Responsible Officer and;
- advise that any damage to buildings, equipment, services, or the environment not included in the original contract has been repaired to original condition;
- return their Contractor Identification Badges and keys (any master keys must be returned on a daily basis regardless of whether the contract is complete or not).
- sign and complete the Contractor’s Register; and
- advise the Responsible Officer that the work is fully complete and that they are leaving the Campus.
- Where contracted work is not fully complete and/or where the Contractor, Subcontractor, or their Employee(s) need to leave College grounds prior to the contract works being completed then they are to ensure that:
- the Contractor has notified the Responsible Officer;
- they return their Contractor Identification badges; and
- site/workplace is safe and, if necessary, signs, lights, barriers, etc. have been erected and are clearly visible to inform College employees, students, or visitors of the hazardous environment.
Emergency Procedures #
- The Contractor is to ensure that:
- they have been provided with a Campus map that identifies the emergency evacuation assembly areas; and
- they have checked with the Responsible Officer on the closest assembly point to the worksite.
- It is the responsibility of the Contractor to convey information about emergency and evacuation procedures to their Employees and to post the information prominently on the worksite.
- The Contractor is to instruct their Employees that, in the event of an emergency, they are to cease the tasks being undertaken and, if practical, make the workplace as safe as possible to prevent further injury or harm occurring to people evacuating the premises.
- The Contractor, Subcontractors, and their Employees are to follow all instructions given by the Responsible Officer. The Contractor is not permitted to return to the work site until cleared by the Responsible Officer to do so.
Asbestos #
- If the Contractor finds asbestos products in the course of their work, they should immediately stop the work and inform the Responsible Officer.
- Contractors are not permitted to cut, grind, drill, or conduct any work on asbestos products unless specifically contracted to do so.
- The College maintains an Abestos Register for each campus. Contractors should speak to the Facilities Manager to review the register prior to any works.
Indemnity and Insurance #
Indemnity #
- The Contractor shall indemnify and keep indemnified the Principal against all loss, damage, consequential damage, cost and expenses which the Principal may suffer or incur and for all monies which the Principal may become liable to pay to any person and against any claim in respect of or arising directly or indirectly out of or in connection with the performance by the Contractor, or its Employees, Subcontractors or any other agents, of its obligations pursuant to the contract, including but not limited to:
- any act, default, or omission on the part of the Contractor, or of any Employee, Subcontractor or other agent of the contractor;
- any infringement of the Principal’s intellectual property rights;
- performance of any of the services that has the effect of bringing the Principal into disrepute;
- any damage caused to real or personal property belonging to any person other than the Principal, or otherwise under the control of the Principal;
- any damage caused to real or personal property belonging to any person other than the Principal;
- any personal injury to or the death of any person, including but not limited to the Contractor and the Contractor’s Employees, Subcontractors or any other agents of the Contractor;
- any interruption to or adverse effect on the Principal being able to carry on business in the usual manner;
- any written representations made by the Contractor in the tender or other document provided by the Principal which are not true and correct in all material respects;
- any misuse of any confidential information by the Contractor; or
- any breach by the Contractor of any statutory requirement.
- The Contractor shall not be liable under Point 9 of section Responsibilities of the Contractor for, or in respect of loss, damage, consequential damage, costs and expenses which arise directly as a result of any breach by the Principal of any provision of the contract or any negligent act or omission of the Principal or the employees, professional consultants or agents of the Principal.
Insurance Requirements #
- The Contractor and/or Subcontractor shall ensure that before they commence work that they have complied with all insurance requirements contained in their contract. They must:
- insure the work against loss or damage resulting from any cause until the Contractor ceases to be responsible for the works and any defects liability period;
- effect and maintain, for the duration of the Contract:
- a public liability insurance policy for a limit of indemnity of $10,000,000 for any one occurrence;
- motor vehicle third party liability covering all mechanically propelled vehicles which are registered for road use for a limit of indemnity of $10,000,000 for any one occurrence;
- arrange policies in the joint names of the Contractor, Principal, and all Subcontractors. The policies must contain a full waiver of subrogation in favour of the Principal;
- insure against all liability for persons employed by the Contractor under any worker’s compensation statute and at Common Law. The insurance shall be maintained for a full 12-month period, and
- ensure all Subcontractors have similarly insured their workers.
- The policies must contain a full waiver of subrogation in favour of the Principal and their Employees, agents, and representatives.
- As well as providing copies of all the above policies to the College for acceptance, the Contractor must supply evidence of currency of insurance for the period of the work.
- For work involving asbestos removal, strict adherence to the relevant Code of Practice and evidence of appropriate insurance is mandatory prior to commencing work.
- Insurance contracts must all contain an agreement from the insurer that they will provide to the College, in writing, 30 days’ notice prior to cancelling and/or amending any of the required insurance.
Attachments #
- The Contractor is provided with the following attachments:
- Contractor’s Induction Checklist;
- Campus map indicating emergency evacuation assembly points.
- The contractor is to read and inform all their Employees and Subcontractors of the information contained in the attachments.