1. Hunter Douglas Corporate Safety Conference
Outside Contractor Vetting

2. Outside Contractor Vetting
Talking Points
Why Perform Vetting of Contractors
Step-By-Step Process of Vetting – Forms
Contacting the Potential Contractors/Vendors
Should I Hire?
Contractor Inspection

3. Outside Contractor Vetting
Reasons For Vetting Contractors
Critical for a safe and secure workplace
Verification of skills, certifications and licenses
Required Worker’s Compensation insurance
Verify Contractor commitment to safety - does it match Hunter Douglas’ commitment?

4. Outside Contractor Vetting
Begin the Process
Identify the Contractor/Vendor(s) to be vetted
Inform the contractor there will be a vetting process
Send Letter and Forms
Review Documentation – Rank Contractors
Determine “Winner(s)”
Monitor Contractors/Vendors on-site

5. Outside Contractor Vetting
Begin by sending a letter to the potential contractor/vendor informing them of your commitment to safety as well as your requirements of them for working at your facility.

6. Outside Contractor Vetting
Forms
Contractor Information Form – Contractor completes all information including their total number of injuries and MOD rate (a metric that measures the contractors annual insurance claims relative to its insurance premiums).
Contractor Training Verification – Highlight the training history to be completed for the type of work the contractor/vendor will be performing.
Safety Program Evaluation – It is important to review the contractor’s safety program to ensure they have some type of safety management system and they philosophically align with your programs.
Contractor Inspection Form – Used to evaluate contractors and vendors working on-site to ensure they are following safety rules.

7. Outside Contractor Vetting
Obtain the contractor/vendor’s Certificate of Insurance to check the levels of coverage
and the date of expiration.

8. Outside Contractor Vetting
Review the certificates of insurance – indicate coverage amounts on the form for easy
reference and attach to your form. Keep the insurance documentation in the
contractor file.

9. Outside Contractor Vetting
Obtain training documentation from the contractor to ensure their employees have the proper training and
their certifications are up-to-date.

10. Outside Contractor Vetting
Do your research to ensure the contractor/vendor you wish to hire has no OSHA
Violations. Go to enter the name of
of the contractor/vendor and check the results. (Check State violation information as well.

11. Outside Contractor Vetting
Evaluate the Contractor’s Safety Program using the Safety Program Evaluation Form – Rank each question on a scale of 1 to 5.

12. Outside Contractor Vetting
Ideally, the facility will score 100, reality is, they may not.
Key areas of Focus:
Safety & Health Policy
A commitment to comply with safety, health and environmental regulations
Accident Reporting Procedure
Safety Training Program with documentation
Accident Investigation Program

13. Outside Contractor Vetting
Contractor/Vendor Inspections
Observe all Contractors/Vendors who are working in your facility.
Document the observations and keep them in the Contractor/Vendor’s file.
If there is a violation – follow your Contractor/Vendor Written Program Discipline Policy. Maintain any violations in the file and your Outside Contractor Program.

14. Outside Contractor Vetting
Select the areas that apply observe and monitor the contractor as they are working

15. Outside Contractor Vetting
Key Points
Vetting a contractor/vendor protects you as well as everyone at your facility.
Ensures contactors working in your facility have proper training and certifications for jobs they will perform.
Reviewing the contractors’ safety program helps you make sure they are committed to following federal, state and local regulations.

16. Outside Contractor Vetting
Tools
Updated version of “Sample Outside Contractor
Written Program
Forms needed to execute the updated program

17. Outside Contractor Vetting
Questions?