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Published byEugenia Baldwin Modified over 9 years ago
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Third Party Verification Services
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Who are these people? These are 3 rd party verification companies hired by large companies, often called Owner Clients to collect information from subcontractors, verify their qualifications and ensure their compliance with safety standards and practices. You can have multiple Owner Clients associated with the 3 rd party verification service and all have access to the records you submit. The standards for compliance are set by the Owner Client not the 3 rd party verification service. Requirements for submittals are based on the scope of work submitted during the set up process. There is a fee associated with subscribing typically based on 3 years of average number of employees.
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What do they look for? The most common items these services look for are: Safety Programs Environmental Policies Appropriate Certificates of Insurance DOT Compliance Verification of Employee Training Historical Safety Data (i.e. OSHA logs, Citation History, Fatalities, etc…)
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Safety Programs You will be required to submit your corporate safety program for audit and review. Your safety program must contain the most updated policies in accordance with state and federal safety standards. Your safety manual should be applicable to your scope of work (i.e. if you are an electrical contractor you should not have a policy on hydro blasting in your manual.)
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Environmental Policies You must be prepared to provide your written corporate environmental policy. Should include your general waste management practices; Spill prevention practices and spill response practices; Chemical inventory list and SDS for anything being brought on client property; Verification of environmental training for employees.
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Certificates of Insurance Certificates of Insurance expire every year! Know your renewal date. An updated COI with the proper endorsements must be submitted and on record in order to be considered compliant. For work performed in Washington State you must provide a valid Certificate of Coverage for worker’s compensation. A separate COI must be submitted for each client associated with the 3 rd party verification service.
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DOT Compliance If you have even one vehicle that is considered a commercial motor vehicle (GVW 10,001 or greater) you must have a written vehicle policy. Your vehicle/fleet policy must be in compliance with FMCSA (Federal Motor Carrier Safety Administration) standards. You must carry the appropriate Insurance endorsements for your vehicles.
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Verification of Employee Training One of the most important items to ensure that your company is compliant is your employee training program. Many of you have internal ways of tracking employee training with software, spreadsheets, calendars or matrix’s. Not all training or certifications expire. You must ensure that your records do not show unnecessary expiration dates or your documents will be kicked back. Some 3 rd party services offer a training manager program to assist you in keeping track of training expiration dates, new employees, required training, etc....
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Historical Safety Data You will be graded on your historical data including 3 to 5 years of OSHA logs, 3 to 7 years of citation or violation history and both intrastate and interstate EMR. Although OSHA logs are not a clear indicator of how “safe” your company is, there is high emphasis placed on the information contained in the logs. You must ensure that the information contained on your OSHA logs is accurate. Be careful not to “over report” Some services require you to submit OSHA log information on a quarterly basis. Failure to do so will reduce your grade or rating. Your RIR, DART, LWD, etc… will be calculated and used in determining your rating or grade.
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So, What do I Get Out of This? Third party pre-qualification is growing significantly. More Owner Clients are utilizing these services to pre-qualify all contractors working on their properties. Once your information is entered multiple Owner Clients can see your profile and see that you are pre-qualified to work for them. Your programs are maintained more frequently.
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