Contractor Safety Management Program

The following are the steps that outline the Contractor Safety Management Program at Thunder Bay Hydro:

1. The Hiring Supervisor completes a “Contractor Risk Assessment Form” (23 KB PDF, opens in a new window) and submits it to our Purchasing Department. By completing this form, the Supervisor is assessing the risk in hiring a contractor and also, determines if a pre-qualification is required. Click here to see an example of a pre-qualification form (39 KB PDF, opens in a new window).
   
   
2. If a pre-qualification is not required, the request to hire a contractor is forwarded to the Purchasing Department. The job is tendered at which time Contractors are invited to bid. (The Construction Association has been utilized as a forum to advertise tenders). (Go to step 5.)
   
   
3. If a pre-qualification is required, the Hiring Supervisor will develop the document and have the Manager, Safety & Training review it to ensure that it requests information specific to the scope of work under question and covers all relevant safety information and legislation. If a pre-qualification for the specific work under question has already been developed, then the hiring Supervisor and the Manager, Safety and Training will review the form to ensure that it is current.
   
   
4. The Purchasing Department then sends the pre-qualification documents to the list of potential Contractors. Once Thunder Bay Hydro is in receipt of the pre-qualification submission, both the Hiring Supervisor and the Manager, Safety and Training, review the submitted documents and will either sign off the contractor as “approved”, meaning that they have given proof that they meet all requirements, or “not approved”. In cases where a contractor is not approved, depending on the scope of missing or incomplete documentation, at Thunder Bay Hydro’s discretion, they may be provided with an opportunity to re-submit the information.
   
   
5. Once the approved contractors are determined, the Purchasing Department sends the RFP/ RFQ to them, inviting a tender submission.
   
   
6. Upon tender closing, the Purchasing Department prepares a spreadsheet noting bid submissions and various particulars. Bid submissions are then reviewed by the Hiring Supervisor to ensure the bid’s adherence to specifications. Once the successful bidder is determined, the Purchasing Department requests the contractor to provide insurance, which names Thunder Bay Hydro as additional insured, as well as a cross-liability clause. (A minimum of $2-million liability is required.)
   
   
7. Further, Thunder Bay Hydro’s “Undertaking to Comply” (23 KB PDF, opens in a new window) and “Contract” (20 KB PDF, opens in a new window) documents must be completed, signed, and returned to the Purchasing Department. (The “Undertaking to Comply” outlines the responsibility of the contractor under provincial regulations and EUSA’s guidelines and states the steps that Thunder Bay Hydro will take in the event of non-compliance. A copy is kept on the contractors file in the Purchasing Department and a copy is also provided to the contractor.
   
   
8. Should the WSIB Clearance Certificate submitted by the contractor in the pre-qualification submission not be current, the Purchasing Department requests a current one. When this is received, a purchase order is let. (Clearance certificates can be obtained by contacting W.S.I.B. at 807-343-1710.)

Independent contractors are required to obtain a letter from WSIB stating that they are indeed an “Independent Operator”.

9. The contractor and its employees expected to work on the job site (as per the pre-qualification) will attend a pre-construction meeting with the Hiring Supervisor and the Manager, Safety & Training. At this meeting, topics concerning safety expectations are covered. A pre-construction check sheet (96 KB PDF, opens in a new window) is used as an agenda for this meeting and, once complete, is signed off by both the contractor and a Thunder Bay Hydro representative. A copy is kept in the contractor's file in the Purchasing Department and a copy is given to the contractor.
   
   
10. Prior to the contractor beginning work, the hiring supervisor will meet with the contractor and their crew on site to review specific safety hazards, required precautions and specific work instructions. This visit will be documented on a Pre-Construction Site Visit Form (91 KB PDF, opens in a new window). A copy of this form will be kept on the Contractor’s file in the Purchasing Department and a copy will be given to the contractor.
    
    
11. Throughout the duration of the contract, the Hiring Supervisor will conduct site visits. These visits are not intended to supervise the contractor, but rather, to see that work is being done as stated in the contract documents.
    
    
12. Upon completion of the contract, the Hiring Supervisor will complete a Contractor Performance Form (22 KB PDF, opens in a new window). This form is designed as a “report card”, if you will. How well did the contractor perform in a variety of areas, and are they recommended for rehire?
    
    
13. The Hiring Supervisor is expected to document any deficiencies, concerns, etc. and discuss/document same with the contractor.  This documentation may lead to cancellation of a contract and/or recommendation by the hiring Supervisor not to rehire the contractor depending on the severity of deficiency, safety breach, and specific non-performance issue. If the Hiring Supervisor recommends not hiring the contractor again, they are to attach all relevant documentation to the performance report and send it all to Purchasing for the contractors file.
    
    
14. All Contractors, even those who are not hired through a pre-qualification, are required to provide a current WSIB Clearance Certificate and Liability Insurance naming Thunder Bay Hydro as additional insured with a minimum $2-million liability. As well, a cross-liability clause must be provided on the insurance certificate. Depending on the level of risk assessment by the Hiring Supervisor, services from medium to high risk will require the completion of both the “Contract” (20 KB PDF, opens in a new window) document and “Undertaking to Comply.” (23 KB PDF, opens in a new window)
    

This page last updated 2012-02-06.