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Wilfrid Laurier University Office of the Vice-President:  Finance  and  Administration
November 28, 2014

Canadian Excellence

Contract Labour Policy



WLU Policy 7.13 on Contract Labour is available at /~wwwhlth/ContractLabourPolicy.pdf

CATEGORY "A" LABOUR

Construction projects where WLU is acting as a "Constructor" (controlling the entire project or part of the project)

SECTION V. PROCEDURE

Part A. Item 1. Pre-Qualification Documentation

WLU must ensure that all contractors are properly trained, or provide training to the contractors, ensure that contractors are monitored and that requirements for safety are enforced against the contractor, and that procedures for safe conduct of the work are in place and known to contractor employees. WLU has all obligations under section 23 of OHSA and applicable regulations.

Part B. Item 1. On-Site Training

The second element of the contractor safety program is on-site training conducted prior to the start of work. The following are the training requirements of contractors performing work at the university.

No on-site training is required if it is determined that the contractor has policies and procedures acceptable to WLU. The contractor will be informed of all hazards present at WLU, and particularly in the area of work. If it is determined that the contractors are required to follow the university policies and procedures, then on site training will be required for the relevant policies. The Manager, Environmental/ Occupational Health & Safety will provide all health and safety training. It is preferred that all contractor/subcontractor personnel undergo this training. It is mandatory that at least the contractor's supervisor or site superintendent receive the training orientation and then pass this information on to all employees under their direct control. It is the responsibility of the project administrator to ensure that the contractor is aware that training is to be conducted.

WLU Safety Form Number SF/CL 1 "an On-Site Contractor Safety Review" shall be completed with all contractors prior to commencement of work.


WLU Safety Form Number SF/CL 2 "Training and Certification Check Sheet" must be completed as well. For contractors/subcontractors who regularly perform services at WLU, the university on an annual basis will perform a safety review, or whenever there is a change in personnel or applicable safety conditions which may affect the contractors'/subcontractors' personnel. For project contracts, this form will be completed each time the contractor performs a new project, unless the same contract personnel had performed project work of a similar nature within previous 12 months.

Part C. Item 1. On-Site Safety Performance

For those situations where WLU is "acting as Constructor for a Construction Project", and "acting as the Employer" the University must take steps to ensure compliance with
OHSA requirements by contractors. The project administrator has specific obligations such as: to know the law, obligations to inform contractors/subcontractors of hazards, to hold safety meetings, to monitor and to enforce health and safety compliance. The following sets out further details.

The safety performance of contractors/subcontractors is a critical element of the policy.
Contractors/subcontractors must be informed that violation of WLU safety rules, or any other element of this procedure, will result in immediate suspension or termination of the employee involved or the work. It is the responsibility of all WLU personnel to report any unsafe conditions or activities by contractor personnel to their supervisor, the university's physical resources management team or the project administrator. The project administrator shall regularly oversee and practice due diligence in evaluating contractor safety performance. This may include on site co-ordination, appointment of supervision, monitoring procedures expected to ensure safety performance, pre-job meetings and ongoing safety meetings as necessary for the work or project with contractors and disciplinary and enforcement practices to be exercised for contractors. The Environmental/Occupational Health & Safety (EHS) Office shall maintain records for all injuries, illness and incidents of contractors.

SECTION VI. WLU SAFETY FORMS

WLU Safety Form Number SF/CL 1 is on page 11 of Policy 7.13.
WLU Safety Form Number SF/CL 2 is on page 13 of Policy 7.13.
WLU Safety Form Number SF/CL 3 is on page 14 of Policy 7.13.
WLU Safety Form Number SF/CL 4 is on page 15 of Policy 7.13.



CATEGORY "C" LABOUR

Non-Construction work where WLU is acting as "Employer"

SECTION V. PROCEDURE

Part A. Item 3. Pre-Qualification Documentation

WLU must ensure that the contractor has the specific policies, procedures, training, and supervision to carry out the job safely and in compliance with all provisions of the OHSA, including sections 25 and 26 of OHSA, and all applicable regulations. Contractors or subcontractors must provide applicable insurance and safety documentation prior to initiating work at the university. The necessary pre-work documentation is attached to this policy. For contractors who have blanket purchase orders or who have previously performed work, and all applicable safety documentation is on file, then the requirement for completion of these forms will need to be reviewed once a year, if the work is of similar scope and magnitude as previous contract conditions. However, the contractor must verify that the necessary coverage is enforced and provide notification to the university of any material changes in coverage. If the scope, technical expertise, training requirements, or safety implications are significantly different, then additional information must be obtained prior to beginning work.

Specifically, the following information is required from each contractor and must be provided to the university prior to initiating work.

a. Certificates of Insurance
General Liability Insurance
Minor Projects $2,000,000
Major Projects $5,000,000

b. WSIB Safety Record
Submit a copy for the last 3 years or equivalent accident/injury data.

c. Clearance Certificate
Confirms contactor has met reporting and payment obligation to WSIB. WLU will be required to receive a copy of the clearance certificate every 2 months and before the final payment on the contract has been made.

d. Contractor's Health & Safety Policy

e. Past Environmental, Health & Safety Records
Submit a copy for the last 2 years.

f. Training and Certification Records
Contractor must provide documentation verifying all employees have received the necessary safety training required for the specific job.

g. Hazardous Materials List
The contractor must submit a list of all hazardous materials that will be brought onto WLU property.

Once the pre-qualification documentation has been completed and reviewed, the project administrator together with the Manager, Environmental/ Occupational Health & Safety will determine if the contractors/subcontractors will follow their own policies and procedures
or the university's policies (or a combination thereof).

Part B. Item 3. On-Site Training

The second element of the contractor safety program is on-site training conducted prior
to the start of work.

If it is determined that the contractors are required to follow the university's policies and procedures, then on-site training will be required for the relevant policies. The Manager, Environmental/ Occupational Health & Safety will provide all health and safety training. It is preferred that all contractor/subcontractor personnel undergo this training. It is mandatory that at least the contractor's supervisor or site superintendent receive the training orientation and then pass this information on to all employees under their direct control. It is the responsibility of the project administrator to ensure that the contractor is aware that training is to be conducted.

WLU Safety Form Number SF/CL 1 "an On-Site Contractor Safety Review" shall be completed with all contractors prior to commencement of work. WLU Safety Form Number SF/CL 2 "Training and Certification Check Sheet" must be completed as well. For contractors/subcontractors who regularly perform services at WLU, the university on an annual basis will perform a safety review, or whenever there is a change in personnel or applicable safety conditions which may affect the contractors'/subcontractors' personnel. For project contracts, this form will be completed each time the contractor performs a new project, unless the same contract personnel had performed project work of a similar nature within the previous 12 months.

As indicated above, the Manager, Environmental/ Occupational Health and Safety will determine whether Contractors/Subcontractors will follow any of their own policies and procedures or the university's policies, or a combination thereof, whichever maximizes safety to the contractors.

Part C. Item 3. On-Site Safety Performance

The project administrator shall monitor the contractor employee's performance for health and safety compliance with OHSA, regulatory requirements, their own rules or WLU rules (as applicable for particular job or contract). The project-specific monitoring initiatives shall be documented in the contract file. This may include on-site coordination, appointment of supervision, monitoring procedures expected to ensure safety performance, pre-job meetings and ongoing safety meetings as necessary for the work or project with contractors and disciplinary and enforcement practices to be exercised for contractors.

The project administrator shall exercise stop-work authority as required to enforce prescribed requirements and shall authorize the resumption of work by the contractor. In all cases, the university will provide appropriate information on hazardous materials that the contractor may come into contact with, and specifically any designated substances present at the work site (s.30 OHSA).

SECTION VI. WLU SAFETY FORMS

WLU Safety Form Number SF/CL 1 is on page 11 of Policy 7.13.
WLU Safety Form Number SF/CL 2 is on page 13 of Policy 7.13.
WLU Safety Form Number SF/CL 3 is on page 14 of Policy 7.13.
WLU Safety Form Number SF/CL 4 is on page 15 of Policy 7.13.


The following is a sample cover letter.


Date:



To Whom It May Concern:


Re: Contract Labour

Wilfrid Laurier University is committed to providing a safe and healthy workplace for all of its employees, students and guests. In working toward this goal, the university must ensure that all contractors and sub-contractors are responsible to meet or exceed the requirements and standards of health, safety and environmental legislation.

Specific information is required to be provided by each contractor prior to initiating work. On site training regarding relevant WLU policies may also be a requirement to help ensure contractor safety. Please review the attached documentation and provide the information requested to the office of the Manager, Environmental/ Occupational Health and Safety, Stephanie Kibbee. Stephanie can address any questions you may have.

No construction or renovations by contractors or subcontractors shall take place at any facility at or around Wilfrid Laurier University without prior consultation and approval of the assistant vice-president: physical resources, or delegate. Advance planning and quality site preparations are important for a safe, environmentally conscious, well-organized construction site.

Thank you for your attention to this matter.

Sincerely,