We have a legislative responsibility to actively manage the health and safety risk of all council officers, including contractor’s and sub-contractor’s workers.
All contractors must be health and safety pre-qualified prior to the commencement of any work. This involves providing Council with their health and safety documentation to demonstrate their understanding and compliance with legislative requirements.
Pre-Qualified Contractors Manual
This manual provides Stratford District Council Contractors and Subcontractors with an overview of their health and safety requirements for operating a safe worksite. Contractors must be health and safety pre-qualified prior to the commencement of any work. This involves providing the Council with their health and safety documentation to demonstrate their understanding and compliance with legislative requirements. The Council’s aim is to maintain and develop an effective working relationship with Contractors to ensure the health and safety of those working on, and in the vicinity of, Council sites. This process does not guarantee work, however it does provide the Contractor with an advantage in the procurement selection process because they have already met the Council’s prerequisite health and safety expectations. The Council welcomes any feedback that can help in improving progress towards a safer and healthier workplace.
- Contractor Pre-Qualification Checklist (PDF, 141.1KB)
- Contractor Pre-Qualification Health and Safety Agreement (PDF, 218.1KB)
- Health and Safety Supplier Supervision Chart (PDF, 411.3KB)
- Job Safety Analysis (JSA) Task Analysis (PDF, 318.5KB)
- New Contractor Pre-Qualification Questionnaire (PDF, 244.7KB)
Frequently Asked Questions (FAQs)
Why does SDC need to use pre-qualified contractors?
Having a contractor pre-qualification system ensures SDC are assessing the quality of council contractors' health and safety systems and safety culture to a particular standard of safety and risk exposure.
It also provides SDC with an assurance that contractors have health and safety systems in place.
How long does pre-qualification last?
Prequalification will last for a period of two years, with the contractor also providing liability insurance yearly to ensure status remains.
What is needed to become pre-qualified again after two years?
If the contractor was prequalified in their specialty area e.g. building originally and they are asking to be re pre-qualified again in that area, then council would require minimal records, such as training of new personnel, any incidents, updated Health and Safety policy along with a new insurance certification.
If the contractor was prequalified in a specialty area such as Open Space Management and were then wanting to also gain prequalification in 3 waters, a separate application with different processes would need to be supplied for consideration.
If the contractor needs help to get their systems sorted. Who should they approach?
Contractors who require professional advice on their health and safety systems should search for a fully qualified, competent business or professional.
This information is contained on the HASANZ website ‘Choosing a Workplace Health and Safety Advisor’ http://www.hasanz.org.nz/ . There is also advice on the WorkSafe NZ website. Councils Health and Safety advisor can talk you through the pre-qualification requirements and show what is needed.
When should a JSA (Job Safety Analysis) be used?
This should be used every time a medium to high risk job is being completed, even if you are prequalified. However if the contractor is not prequalified a JSA will be accepted prior to work starting showing a systematic step by step way and logical evaluation process on how a job, task, process, procedure, or the contracted work is to be carried out safely before every job.
A JSA is a tool used to identify any actual or potential hazards and risks with the key focus to: develop and document a contract safety plan; ascertain the level of risk; communicate the plan; manage the plan with the involvement of those involved in the task; use as a tool to prove compliance to the client and others; and to use as a tool for the post contract review to identify areas for improvement of the business.
When should a SSSP (Site Specific Safety Plan) be used?
This should be used every time a high risk job is being completed, even if you are prequalified. A Site-Specific Safety Plan (SSSP) is a highly effective communication tool. It forms a critical part of the agreement between parties and outlines how health and safety will be managed on a job, it the overarching safety plan for the site; it is the go-to document for construction and hazardous site safety management.
It covers the hazards, contact information, responsibilities and safety information. All contact details and who is responsible needs to be really clear. Additionally what is being done, and what is to be achieved, needs to be clear as well.
Should Council staff engage non pre-qualified contractors?
No. However if the work is deemed a “one off”, urgent or otherwise, a contractor may be assessed by council to work under a JSA or SSSP. Monitoring of the contractor by council is critical.
If a contractors pre-qualification is expired, can council use their services?
No. All necessary steps to stay prequalified must be undertaken by the contractor to ensure that they stay current. Council managers responsible for the contract should be in touch one month prior to expiry to notify contractor.
Does everyone need to be prequalified?
Medium risk contractors/suppliers have the option of supplying a JSA for every job or to become prequalified.
All high risk physical works contractors need to be pre-qualified.
Lower risk contractors/suppliers such as couriers do not need pre-qualification but should have completed an internal creditor application form that enables council to pay goods/services supplied.
Why is it necessary to have current insurance?
Your business must hold insurance with a reputable insurer, at a level appropriate to cover the contract or supplied works. The insurance must cover your obligations under agreements for contracted works including, but not limited to, liabilities and indemnities under contracted works.
What insurance you’ll need depends on the industry you’re in and what you do, but having liability insurance will protect you or your business if someone sues you, or an employee for damaging their property or reputation. This kind of insurance is important if you have the potential to damage other people’s buildings, equipment or belongings.
Policies differ, but they generally cover you for compensation costs — money you’d have to pay to the organisation suing you, if their case was successful legal costs and any other costs you may have to cover defending your case, e.g. any reports you might need for your case.
Will contractors get a confirmation from Council once they have been successfully assessed?
Yes – they will get an acknowledgement of successful pre-qualification through email with a copy of a letter of acceptance in their specialised field of service. A turnaround of two weeks is usually expected for this process.