Safety Requirements for Contractors Subcontractors.docx

SAFETY REQUIREMENTS FOR CONTRACTORS & SUBCONTRACTORS

The Embassy Pretoria Post Occupational Safety & Health Officer (POSHO) wants to ensure all contractors and subcontractors are conducting their duties on behalf of the U.S. Government safely and healthfully. This guidance aims to ensure compliance with current safety regulations as well as the health and safety of personnel, avoiding any damage or injury. The Contractor will accept all legal requirements or regulations currently enforced concerning safety for staff, technicians, and other workers and the public whom the work may directly or indirectly impact.

The Contracting Officer’s Representative (COR) will ensure that all safety requirements are implemented before and during the work project. As needed, the COR will contact the POSHO to share any safety-related information and ensure all safety standards are followed. Contractors must submit a detailed, site-specific safety plan in their statement of work (SOW) as part of the tender documents, addressing hazard mitigation and control methods.

REQUIREMENTS

1. General Safety

a. The Contractor must demonstrate an understanding of their responsibilities related to the safety and health requirements by addressing hazards in the pre-planning processes and meetings.

b. Before starting a project, the Contractor must review the work site and identify hazards that may occur while performing the work project.

c. The Contractor is expected to provide a “competent person” to implement the site safety and health plan and oversee its strict compliance. A competent person is an individual who, by way of training and/or experience, is knowledgeable of applicable standards, capable of identifying workplace hazards related to the specific operation, is designated by the employer, and has the authority to take appropriate actions.

d. The Contractor must provide proof of payment of local insurance for all employees involved in the work project for the duration of the project. This information must be included as part of the safety file.

e. The Contractor will conduct a safety briefing before starting daily work.

f. Any Contractor personnel who shows signs of intoxication will be denied entry into the work area.

g. The Contractor shall ensure personnel working at the site are trained and aware of potential hazards. The Contractor shall unequivocally ensure that personnel have proper safety equipment to prevent accidental injury per the contract's requirements.

h. The Contractor must accept the safety and health standards established by the U.S. Embassy.

i. All workers shall remove any chains, rings, watches, bracelets, and other jewelry during the execution of the work project. Medical bracelets are excluded.

j. Smoking is strictly prohibited at the work site, and personnel will only use areas identified by the U.S. Embassy as “designated smoking areas.” The consumption of marijuana or similar recreational substances is strictly prohibited on U.S. Government-held properties.

k. The Contractor will report accidents and near misses to the COR, who will pass the proper data to the POSHO.

2. Barricading and Warning Signs The Contractor must place provisional barricades and warning signs to maintain a safe and accessible path of travel for all pedestrians, including those with disabilities, to avoid accidents with third parties. Barricades alert others about hazards created by construction activities and should be used to control vehicular traffic around the work site. The Contractor shall:

a. Erect and maintain proper barricades for the duration of the contract, including fencing material, traffic cones, caution tape, and temporary curb rams, complying with all applicable access codes and regulations.

b. Ensure that no construction materials are stored and/or positioned in the path of travel.

c. Maintain the construction barriers in a sound, neat, and clean condition.

3. Personal Protective Equipment (PPE)

a. All Contractor personnel must use the PPE required per the contracted work.

b. The Contractor must inspect and maintain spare PPE in case of equipment damage, deterioration, or loss.

c. The PPE must meet the technical specifications required by local and international standards.

d. All sharp cutting tools must be carried in tool-carrying cases. Under no circumstances shall they be carried on-person in uniform pockets.

e. In those takes where certified PPE is required, the Contractor must provide the current certification to the POSHO via the COR.

f. The Contractor must provide records of PPE received for all the employees involved in the task.

4. Safety Inspections

a. All tools, equipment, and machinery used in executing the contracted work must be inspected by a competent person before starting the project.

b. COR and/or safety representatives of the U.S. Embassy may inspect the Contractor's equipment, tools, and machinery at any time and request a change if necessary.

5. Hand & Power Tool Safety

a. The Contractor must ensure the safety of all tools and equipment its employees use.

b. All hand and power tools must be inspected regularly and maintained in good condition per the manufacturer's specifications. Tools that are damaged must be removed from service.

c. The Contractor shall ensure that all tools are used only for their intended purposes.

6. Emergency Response

a. In case of an emergency within U.S. Embassy facilities or during the execution of contracted work on behalf of the U.S. Government, all Contractor personnel must follow the instructions given by the Embassy representative who is supervising the work or the POSHO and/or the Regional Security Officer.

b. The Contractor shall ensure that a fully serviced fire extinguisher and first aid kit are readily available on-site for the work project.

c. The Contractor must not obstruct emergency response equipment such as first aid kits, fire extinguishers, fire cabinets, defibrillators, spill kits, stretchers, eye wash stations, or safety signage.

7. High-Risk Work

a. The Contractor shall submit training certificates for each employee conducting the task. These certificates must be submitted to the POSHO via the COR at least three days before the start of the work project.

b. The Contractor shall prepare a work permit specifically for the task, which must be provided to the COR before the initiation of work.

c. The execution of high-risk activities will be carried out with at least two employees present. Both employees must be capable of performing duties as spotters for unseen hazards and as buddy persons who can render first aid or give notice in case of emergency.

8. Electrical Safety

a. The Contractor shall fully comply with the Department of State standards related to electrical safety work practices and work de-energized to prevent any incident that may impact the safety and health of personnel or any electrical systems in U.S. Government-held properties.

b. It is Departmental policy that energized or “live” parts to which an employee may be exposed must be de-energized before the employee works on or near them. If de-energizing “live” parts introduces or increases hazards or otherwise makes the work unfeasible, the Contractor must notify the COR to report such a situation and await further guidance.

c. All personnel conducting electrical work shall be sufficiently trained and considered competent before performing such work.

d. The Contractor should identify all potential sources of electrical energy likely to cause death, injury, or serious physical harm.

e. The Contractor shall ensure all work follows all applicable local regulations, U.S. standards, and international codes.

f. The Contractor must provide the appropriate equipment and tools for the work in compliance with the contract requirements.

g. During work on the electrical system, Contractor personnel must remove conductive jewelry such as watches, rings, chains, and bracelets.

h. The Contractor shall ensure non-conductive (fiberglass) ladders are used for electrical work or work near electrical hazards.

9. Fall Protection According to U.S. Occupational Safety & Health Administration (OSHA) standards, all work performed at more than 1.22 meters (4 feet) in general industry workplaces and 1.83 meters (6 feet) at construction sites is considered “work at heights.” The Contractor must strictly comply with the following requirements when working at heights:

a. All equipment at elevated surfaces must meet ANSI Z359.1 standards or the international equivalent.

b. All Contractor personnel using equipment for work at heights must follow the instructions and warnings associated with such equipment.

c. Contractor personnel will not use ladders, piping, or pipe supports as anchor points for work.

d. If an anchor point does not offer the recommended resistance for fall protection (2268 kg or 5000 lbs), the Contractor must provide PPE for heights with dampers that may decrease the impact force.

e. Scissor scaffolds are strictly prohibited. Only adequately certified multidirectional and modular scaffolding is authorized for use.

f. Use dielectric ladders to work with electricity and in areas with electrical influence.

g. Standing on or above the second top rung of ladders is forbidden.

h. A minimum period of eight working days before the start of the work project, the Contractor shall submit to the POSHO via the COR fall prevention and protection training certificates for all workers who will perform the job.

10. Scaffolding

a. The Contractor is responsible for providing safe conditions when using, erecting, and breaking down scaffolding.

b. Scaffolds should be erected and dismantled by competent workers under the supervision of knowledgeable and experienced supervisors.

c. Scaffolds should be erected on a rigid surface, capable of carrying the maximum intended load without settling or displacement.

d. Ensure the scaffold is equipped with standard guardrails and toe boards on all open sides and ends of platforms 1.22 to 3.05 meters (4 to 10 feet) in height.

e. Provide an access ladder or equivalent safe access.

f. The work platform must be fully planked. All vertical plumbs must have base plates for stability.

g. Supported scaffolds with a height-to-base width ratio of more than four to one (4:1) shall be restrained from tipping by guying, tying, bracing, or equivalent means.

11. Hazard Communication (Chemical Substances) Safety

a. If the contracted task requires chemicals, the Contractor must comply with the specifications required by local law and/or U.S. standards for storage, handling, transportation, and disposal.

b. The Contractor is responsible for verifying the correct handling of each product, such as storage, labeling, required PPE, and waste disposal, in compliance with safety and environmental regulations.

c. The Contractor shall have accessible copies of Safety Data Sheets (SDS) for each chemical brought onto a U.S. Government-held property. The SDS of hazardous materials should be shared with the COR for review by the POSHO.

d. Use and store all hazardous or flammable chemicals in approved containers on the project site. Food and beverage containers or unauthorized spray bottles must never be used to store chemicals.

12. Lifting Loads, Use of Cranes, or Elevating Work Platforms Safety

a. The Contractor shall submit certificates of the equipment used for the work to the POSHO via the COR before the start of any task. This includes forklifts, cranes, elevating platforms, and the like.

b. The Contractor shall submit certificates for all slings, chains, shackles, or other elements used for lifting loads to the POSHO via the COR.

c. The Contractor shall submit certificates of all personnel performing the task to the POSHO via the COR.

d. The Contractor shall present, in writing, the loading and unloading procedure to the COR before the operation.

e. The Contractor shall establish a plan to ensure the lifting capacity of the crane and/or its arm is relative to its load.

13. Welding Safety

a. Before cutting, welding, or any other open flame operation is permitted, the COR shall inspect the area to reduce the potential of an uncontrolled ignition of materials.

b. The Contractor shall obtain a hot work permit through the COR from the POSHO before any cutting, welding, or open flame activity within occupied existing facilities, within 12.2 meters (40 feet) of any structure, in areas where potential combustion hazards exist such as fuel storage tanks, and all confined spaces regardless of location.

c. Establish work area barriers according to the work to protect pedestrians. These barriers shall comply with OSHA standards and the hot work policy established by the POSHO.

d. A serviced fire extinguisher shall be maintained on-site and in a state of readiness for instant use.

e. Cutting, welding, and any other open flame operation shall be performed only in areas that are or have been made fire-safe. When the task cannot be relocated, the area shall be made safe by removing or protecting combustibles from ignition sources.

f. The Contractor shall ensure all welder operators and attendants exposed to the hazard use proper PPE.

14. Confined Spaces Safety For any work to be performed in confined spaces, the Contractor shall consult with the POSHO to identify and comply with the mandatory requirements established by the U.S. Department of State.

SAFETY ADMINISTRATION

The COR will work directly with the Contractor to ensure all safety requirements are met as described in this guidance. The COR will report any deficiencies found before or during the execution of the work project to the POSHO.

If the COR identifies unsafe acts or conditions that could significantly affect the safety and health of Embassy personnel, contractors, subcontractors, third parties, or U.S. Government property, the work can be suspended by the COR or the POSHO until such an act or condition is appropriately resolved. If different work conditions appear during the work project, the COR can indicate further safety requirements to the Contractor.

For all questions, please get in touch with the POSHO at +27 012-431-4291 or by email at PretoriaPOSHO@state.gov.