Vendor Management The Pre-Qualification Package and You! Section 5 – Program Verification Touch the spacebar on your keyboard or click your mouse pointer anywhere on the screen to advance the slideshow.

City of Fort Saskatchewan Safety Qualification Form The focus of this particular slideshow is Section 5 – “Program Verification” City of Fort Saskatchewan Safety Qualification Form Thank you for choosing to work with the City of Fort Saskatchewan! This slide show is intended to help walk you through filling in the form and providing examples of what attachments will be required.

Section 5: Program Verification This part of the safety qualification form deals with verifying a few areas within safety performance. If you said “No” to having a COR, SECOR, SMS and “No” to hazard assessments, inspections, safety meetings and subcontractor management…. Safety Management Systems, also know as “Safety Programs”, are currently not a mandatory requirement under Alberta OH&S Legislation. Having a SMS is, however, strongly encouraged and will become a requirement in the future for all City Vendors for employers with 20 or greater employees by 1 June 2018. Vendors with a Certificate of Recognition (COR) or Small Employer Certificate of Recognition (SECOR) for safety management may be given a preference over those without one. If you do not know what a Certificate of Recognition is, click here. Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process. …then leave this section blank and move onto Section 6. Please note, the absence of some processes may disqualify an organization from being awarded a contract.

Section 5: Program Verification What is a “formal hazard assessment” for the company scope of work? The first requirement is for a completed formal hazard assessment for the company scope of work. Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process.

Section 5: Program Verification A formal hazard assessment is a detailed document that identifies several key aspects of what a company does… …and it has several mandatory requirements to meet minimums of Alberta OH&S Legislation. It must have: A Date (in full with Day, Month, and Year); Hazards both existing and potential; and Controls that follow the hierarchy of controls: Elimination; Engineering; Administrative; and Personal Protective Equipment Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process.

Section 5: Program Verification To learn more about hazard assessments and the hazard assessment process to include examples: Click here for the OH&S Explanation Guide Click here for the Hazard Assessment and Control Handbook. Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process.

Section 5: Program Verification If your company does work-site safety inspections, how often do you do them? Annually, Quarterly, Monthly, Weekly, etc… Based on the frequency of your inspections, how close are you to compliance with your policy? Example: A monthly inspection policy with only 8 of 12 months documented is a 66.7% compliance. Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process. NOTE: These must be documented work site inspections and the frequency must be a measureable standard. The phrase “on a regular basis” does not suffice. Monthly 66.7

Section 5: Program Verification If your company does work-site safety meetings, how often do you do them? Annually, Quarterly, Monthly, Weekly, etc… Based on the frequency of your safety meetings, how close are you to compliance with your policy? Example: A weekly meeting policy with only 48 of 52 weeks documented is a 92.3% compliance. Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process. NOTE: These must be documented meetings and the frequency must be a measureable standard. The phrase “on a regular basis” does not suffice. Monthly 66.7 Weekly 92.3

Section 5: Program Verification If your company identified that you use sub-contractors and that you have a subcontractor management process… …attach a copy of the document(s) that apply to the process. NOTE: A list of all sub-contractors will be required prior to the start of a project after a contract has been awarded. Section 5: Program Verification 5. PROGRAM VERIFICATION If your company has COR, SECOR, a SMS or said yes to parts of a SMS: Attach a copy of the completed formal hazard assessment for overall company scope of work. (Not a field level or site specific hazard assessment) Provide frequency and percentage of compliance for worksite safety inspections:   Frequency:_____________ Compliance: __________% Provide frequency and percentage of compliance for safety meetings: If “yes” to subcontractor management in SMS, attach a copy of the subcontractor management process. Monthly 66.7 Weekly 92.3

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