Skip to main content

Policy

Contractor Safety and Due Diligence

It is the policy of Seneca College to ensure that providers of contracted services to the college adhere to safety requirements contained within the Occupational Health and Safety Act of Ontario and Regulations, the Ontario Building Code, the Ontario Fire Code and any other relevant health or safety legislation, including college policy and procedures.

Administrative requirements

The College's Health and Safety Office is responsible for the health and safety of college staff, students and visitors.

The Contractor Safety and Due Diligence Policy and Procedures require the participation of the Purchasing Resources Department, Facilities Management and the Health and Safety Office.

The Purchasing Resources Department will ensure that a copy of the Contractor Safety and Due Diligence Policy and Procedures is provided to all contractors, upon the award of a contract. In addition, the Finance Department will ensure the successful contractor has provided the college with copies of appropriate insurance and WSIA coverage.

The Facilities Management Department will conduct a pre-start project meeting with all contractors, prior to the commencement of the project to ensure the safety of work performed. Further, the Facilities Management Department will monitor the project to ensure all aspects of the Contractor Safety and Due Diligence Policy and Procedures are adhered to.

The Facilities Management Department will advise the College Health and Safety Office of any aspect of the project that impacts, or has the potential to impact the health or safety of building occupants.

Should a project involve a designated substance as defined under the terms of The Occupational Health and Safety Act of Ontario or require a Pre-Start Review, the Manager of Health and Safety will be included in the pre-start project meeting.

Should a contractor contravene any aspect of the Contractor Safety and Due Diligence Policy and Procedures, the college parties will ensure that Facilities Management, College Health and Safety and the Finance Department are notified.

Procedures

Contractor Safety and Due Diligence

1. Purpose

To ensure that while performing work on Seneca College property, Contractors, sub-Contractors and their employees perform work in a manner that protects the health and safety of students, staff, visitors, themselves and their workers. This work will at minimum, adhere to the requirements of all relevant Acts, Regulations, Seneca College policies and procedures.

This document is not intended to replace the safety training and supervision required to ensure the safe performance of work. Each Contractor or sub-Contractor is responsible for ensuring his/her staff receives the necessary training and supervision in order to effectively address any hazards related to the work performed.

2. Definitions

2.1 — Contractor
For the purpose of this document the Contractor is an individual who has agreed perform work on college property and includes any of his/her employees, and any sub-Contractor and his/her employees.

2.2 — Project
For the purpose of this document a project is any repair, alteration or modification performed to the building envelope, building service, or building fabric.

3. Contractor Agreement and Responsibility

An agreement or contract to perform any work for Seneca College constitutes an acceptance of the requirements contained in this document. It is further understood this document does not replace construction safety laws, regulations, codes and standards, or any other legislation governing the project, nor should they be construed as an assumption of responsibility by Seneca College. Seneca College assumes no responsibility for any legal action arising from the Contractor's failure to adhere to safe work practices.

It is expected that Contractors, sub-Contractors, their supervisors and employees will maintain a positive attitude towards safe work and safety procedures. Accordingly, each Contractor or sub-Contractor will be familiar with all legislation related to the work performed and will be responsible for ensuring full compliance.

Failure to comply with relevant health and safety legislation or college policies and procedure may result in termination of contract.

4. Division/Department Responsibility

All Division/Department Deans/Directors will ensure that all projects as defined in this document comply with the Facilities Management (facility renovations, changes, modifications, repairs) policy.

The College Purchasing Resources Department will ensure a copy of this document is provided to the Contractor, upon the award of the contract. The College Purchasing Resources Department will also ensure that the successful Contractor has provided the college with copies of appropriate insurance and WSIA coverage, in accordance with college policy.

5. Pre-Start Meeting

It is required that Contractors meet with the Manager, Facilities Management (or designate) to discuss any safety issues that may be encountered during the course of the project. This meeting will take place prior to any work being performed. The Manager, Health and Safety will be advised by the Manager, Facilities Management (or designate) of any project that impacts occupational health and safety.

Should a project involve any designated substance as defined under the Occupational Health and Safety Act or require a Pre-Start Review, the Manager, Health and Safety will be included in the Pre-Start meeting.

6. General Safety Requirements

6.1 — All Contractors accept the responsibility and liability for ensuring that every reasonable measure and precaution is taken in the circumstance for the protection of all workers, staff, students and visitors of Seneca College under the circumstances.

6.2 — Seneca College requires that all Contractors, sub-Contractors and their employees and agents adhere to all relevant legislation, in addition to Seneca College's safety policies and procedures (see Appendix A). The Contractor will be responsible for, and assumes all responsibility and liability for the safety of his/her workers and agents, including sub-Contractors. Where there is a disagreement as to the meaning of the legislated requirement or practice, the Seneca College interpretation shall apply.

6.3 — The safety of the site will be maintained and controlled through the Contractor's control of workers, methods, techniques, in addition to the sequence and schedule of work.

6.4 — It is the responsibility of the Contractor to ensure that his/her employees have received instruction and training in the relevant health and safety legislation, in addition to Seneca College safety regulations and practices prior to work commencement.

6.5 — The Contractor shall ensure that the design details of critical elements such as temporary construction, for work, scaffolding and the use of lifting equipment and its support shall be approved by a professional engineer as required by the appropriate code.

6.6 — The Contractor shall ensure that all sub-Contractors hired by him/her comply with the terms of this document and all Seneca College policies, including the requirements for liability insurance, workplace safety and insurance coverage and all requirements under the Occupational Health and Safety Act and related regulations.

7. General Information and Requirements

7.1 — The Contractor must provide a work schedule and advise the Manager, Facilities Management (or designate) one week before the proposed work commences.

7.2 — All mechanical and electrical rooms are locked. Access to locked areas must be arranged in advance with Facilities Management Department. When approved, pre-arranged, off-hours access to mechanical and electrical service rooms is made by contacting Security. For projects of a longer duration, keys may be made available at the discretion of the Manager, Facilities Management (or designate), in consultation with the Security Manager.

7.3 — All parking regulations are to be observed and are specific to the site. All emergency routes, handicapped parking and other posted No Parking areas must be respected. Any vehicle illegally parked, will be issued a ticket and possibly towed at the owner's expense.

7.4 — There is no storage space available for Contractors. The Contractor must coordinate activities and arrange for the delivery of materials, as required.

7.5 — Smoking is not permitted within any Seneca College building or within nine metres of any entrance/exit. Smoking is permitted at designated outdoor areas only.

7.6 — Good work practices shall be followed to ensure that:

7.6.1 — Dirt and debris are not tracked through the building.

7.6.2 — All doors regularly kept locked, will remain secured.

7.6.3 — All extension cords and other tools or equipment do not create a tripping hazard.

7.6.4 — Impermeable barriers will be provided and erected by the Contractor to protect college personnel and students from dirt and debris, if required. In addition, the Contractor shall discuss with the Manager, Facilities Management (or designate) whether the blockage of exhaust vents should be performed.

7.6.5 — Work areas are to be maintained in a reasonably clean and tidy condition and in accordance with the Occupational Health and Safety and Act and regulations.

7.6.6 — Unless otherwise agreed, Contractors are responsible for the removal of their own refuse.

7.6.7 — Special precautions are to be taken before the drilling of walks, ceiling or floors to ensure conduits, cables, water lines, gas lines or any mechanical service are not pierced and that there will be no damage on the opposite side of the surface.

7.6.8 — If the Contractor damages any college equipment or service in the course of their work, no repair will take place without approval of the Manager, Facilities Management (or designate). All associated costs are the sole responsibility of the Contractor.

8. Hazardous Materials

8.1 — Workplace Hazardous Materials Information System
The Contractor shall ensure that all his/her employees comply with all aspects of the Workplace Hazardous Materials Information System (WHMIS). This includes, but is not limited to the following:

8.1.1 — Labelling
All WHMIS controlled products shall have the appropriate label (supplier or workplace) affixed at all times, as per the regulation. The Contractor shall ensure labels remain legible.

8.1.2 — Materials Safety Data Sheets (MSDS)
The Contractor shall ensure an unexpired copy of an MSDS for each controlled product is available to his/her workers. An additional copy of an MSDS for each controlled product will be provided to the College's Health and Safety Office, prior to the commencement of work.

8.1.3 — Worker Training
The Contractor shall ensure his/her employees have received the required worker training as per the requirements of the regulation.

8.2 — Hazardous Materials – Other

8.2.1 — Chemical Storage
All hazardous materials will be stored and dispensed in an area suitable for that purpose, in compliance with regulations. This includes, but is not limited to a well-ventilated area, away from possible sources of ignition.

8.2.2 — Safety Containers
Approved safety containers will be used for the storage and transportation of flammable materials in accordance with regulations.

8.2.3 — Hazardous Waste
The Contractor shall ensure all waste is disposed of, in accordance with all municipal, provincial or federal regulations. Under no circumstances are Contractors to allow any contaminant to be added, emitted or discharged into the natural environment.

8.2.4 — Compressed Gas Cylinders
The Contractor shall ensure all compressed gas cylinders are stored in an upright position, secured to a stable support and protected from falling objects in compliance with applicable regulations.

8.2.5 — Designated Substances
Should the use of a designated substance, as defined under the terms of the Occupational Health and Safety Act be necessary, the Contractor shall discuss such use, in advance, with the Manager, Facilities Management (or designate) and the Manager of Health and Safety. Such discussion will include possible alternatives. If this is not viable, safe work strategies will be agreed upon, prior to the commencement of work. Any such work will strictly comply with the requirements of the respective regulation.

8.2.6 — Asbestos – Unexpected Discovery
While every attempt will be made by Seneca College to identify asbestos that may be encountered in the course of the project, the Contractor shall ensure that should this occur, the Manager, Facilities Management (or designate) and the Manager of Health and Safety are notified, immediately.

8.2.7 — Asbestos Training
If advised of the presence of Asbestos by the Manager, Facilities Management (or designate) or the Manager of Health and Safety, the Contractor shall ensure all his/her workers, including the workers of any sub-Contractors have received the appropriate Asbestos training, in compliance with the Asbestos regulation.

9. Work Procedures

9.1 — Personal Protective Equipment
Contractors will ensure his/her employees are equipped with, trained in the use of, and shall wear the required safety equipment necessary to complete the work in a safe manner. This shall include, but is not limited to, safety goggles, gloves, hearing protection, respirators with appropriate filters, safety harnesses and fall restraint devices, safety boots and hard hats.

9.2 — Tools and Equipment
Contractors will ensure that tools are maintained in safe working order and are provided and maintained with working guards and safety devices as required by regulation. All electrical equipment will be properly grounded or double insulated.

9.3 — Electrical Lock-out Policy and Procedures
While working on machinery or power sources, Contractors will ensure his/her employees adhere to Seneca College's Electrical Lock-out Policy and Procedures (See Appendix B).

9.4 — Hot Work (includes welding, grinding and cutting)
Work involving high heat, naked flame, welding or soldering must be discussed with the Manager, Facilities Management (or designate), prior to work commencing. The Facilities Management Department will issue a Hot Work Permit (See Appendix C). Approved work will be performed, taking the necessary precautions to protect others from welding arc or flash.

The Contractor and Manager, Facilities Management (or designate) will discuss the necessity of bypassing one or more fire zones of the fire alarm system during hot work. If this is necessary, the Contractor will maintain a fire watch within the immediate proximity of the performed working, during and after completion. The fire watch will conform to the requirements of the Ontario Fire Code. Once the work has been completed and the fire watch is over, the Contractor will inform the Facilities Management Department. The Facilities Management Office will arrange for the fire alarm system to be returned to normal operations.

The Contractor will ensure the required safety equipment is present during the performed hot work, including but not limited to flame-proof curtains, an appropriate number of portable fire extinguishers, smoke-eaters or similar device, to limit welding fumes. The Contractor shall ensure his/her employees wear the required personal protective equipment while performing hot work.

10. Injuries/Illness/First Aid/Critical Injuries

The Contractor shall ensure that first aid stations are in place in accordance with the Occupational Health and Safety Act and First Aid Regulation in the event of illness or injury.

In the event a Contractor's employee sustains any injury, the injury shall be reported as per relevant legislation. In addition, the incident shall be reported to the Manager of Health and Safety, using Seneca College's Personal Injury/Accident Form (See Appendix D).

In the event of a critical injury, as defined by the Occupational Health and Safety Act, the Contractor shall follow all procedures in accordance with the Act. The Contractor shall immediately contact Seneca College's Health and Safety Office, via the Security Office. Under no circumstances shall the scene of a critical injury be altered, except to:

  • Save life or relieve human suffering
  • Maintain an essential public utility service
  • Prevent unnecessary damage to equipment or other property.

11. Fire Safety

The Contractor shall ensure that his/her employees adhere to good fire safety procedures by following the requirements of the Ontario Fire Code and complying with Seneca College's policies and procedures. This includes evacuation during any fire alarm.

12. Other

Any questions regarding this document should be directed to the Manager, Facilities Management (or designate), or the Manager of Health and Safety.

Appendix A

Contractor Safety and Due Diligence

Seneca College is committed to ensure the health and safety of all students, staff, faculty and visitors in all College facilities, at all College functions and in all College sponsored programs.

It is the policy of the College, that in the circumstances, every reasonable precaution be taken to ensure that all activities are conducted in a safe manner, and to ensure that all College personnel are aware of the established safety procedures.

Seneca supervisory personnel are to be aware of the health and safety needs of all persons in their area of responsibility, and are to implement or recommend any required preventative measures or program changes for the safety of all activities or personnel under their supervision.

All Seneca employees and its safety policies will comply with the regulations/procedures as set out in the Occupational Health and Safety Act, the Ontario Fire Code and all other applicable Federal, Provincial and Municipal Acts and Regulations, which apply to this institution.

Administrative requirements

The College's Health and Safety Office is responsible for the health and safety of college staff, students and visitors. Accordingly, the Health and Safety Department will monitor the operations of college departments and advise Administrators of any contraventions of health and safety regulations.

All Administrators will ensure that their area(s) of responsibility function in compliance with the Occupational Health and Safety Act of Ontario and all other applicable Federal, Provincial and Municipal Acts and Regulations.

All Administrators are responsible for ensuring staff in their area(s) of responsibility receive any required health and safety training.

Appendix B

Contractor Safety and Due Diligence

Electrical Lockout policy and procedures

Appendix C

Contractor Safety and Due Diligence

Facilities Management Department

Hot Work Permit

Contractor Section

when
complete
 
  Flame or spark-producing equipment to be used has been inspected and found in good repair.
  There are no combustible fibres, dusts, vapours, gases or liquids in the area. Tanks and equipment previously containing such materials have been purged. A combustive gas detection instrument has verified the absence of gases or vapours. If there is a possibility of a leak developing in nearby piping, equipment or tanks, this area is being continuously monitored.
  Facilities Management Office has been notified to bypass fire alarm system and Security has been notified.
  The work will be confined to the area or equipment specified on this permit.
  Surrounding floors have been swept clean and, if combustible, wet down (where applicable)
  Contractor has ample portable fire extinguishers available and trained personnel to use them.
  All combustibles have been relocated 35 feet from the operation and the remainder protected with metal guards or flameproof curtains or covers.
  Responsible personnel have been assigned to provide a "fire-watch" for dangerous sparks in work area, in addition to the floors above and below while the work is being performed.
Type & Description of Hot Work (ie. Welding type):
Area(s) to be Affected:
Date of Work: Start Time:
Contractor (Company) Name:
Responsible Person: Phone:
Signature: Date:
Facilities Management Section
Date Request Received/Reviewed:
Approved Start Date: Start Time:

End Time:
Date Affected Area(s) Notified: (By) Signature:
Signature of Manager, Facilities Management or designate: Date:

Appendix D

Contractor Safety and Due Diligence

Personal Injury Report