CONTRACTOR SAFETY FILE CHECKLIST 2022 Final

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Assessment Overview

• This assessment is performed against the index that lists the required contents of a Contractors SHE file . When the file is assessed for suitability the following sliding rating scale is used: 1 = No documentation/ wrong documentation/ expired or invalid documentation. 2= Valid formats and templates , content inadequate 3= Valid /adequate documentation /no records captured. 4= Valid doc with history/ records/ not implemented 5= Valid docs and records/and implemented, kept up to date.

Legal Documents:

• Proof of Company Registration

• Letter of Good Standing

• Public Liability Insurance (Min R10M)

• Mandatary Agreement 37.2

• Contractor Appointment letter (Principal- and Contractors)

• Notification of Construction – Annexure 2

SHE Plans and Policies

• SHE Policy

• Sappi SHE Specifications

• Sappi baseline risk assessment

• Health and Safety Plan

• Scope of Work

• Company Profile

• Relevant Authority Registration (Electrical, HCS Contractor)

• Principal Contractor SHE specifications (If Applicable)

Company Structure:

• List of All Employee: Name & Specific Designations

• Org-Chart (Legislative)

• Legal Appointment Letters (Project Specific)

• Competency Certificates (Per Appointment)

• Statement of Competency

• ID Copies / Passports (Working Permits)

• Driver’s licence / PDP (if applicable)

• Copy of Employment Contract

• List of All Contractors, Sub-Contractors

Training Matrix:

• Training Matrix

• Training Plan

• Additional Training Competency Certificates

• Client Site Specific Induction

• Contractor’s Company Induction

• Attendance Registers (Contractor and Sappi)

• Additional Safety Awareness Material

• Toolbox Talks

• Toolbox talks Register

• Various Toolbox talks Topic4s

Company SHE Committee:

• SHE Committee Appointments

• SHE Committee Meeting Minutes

• Sappi SHE Committee Meeting Minutes

Employee PPE Requirements Registers:

• Company PPE Policy

• PPE Risk Matrix

• PPE Requirement Form

• Issue / Return Register

• Employee Undertaking regarding PPE

• Monthly PPE Inspections

Employee Certificates of Fitness:

• Occupational Health Risk Assessment per Occupation (OREP)

• Occupational Hygiene Surveys (If applicable)

• Pre-Employment Entry Medical Certificates

• Annual Employee Medical Certificates of Fitness (Annexure 3)

• Exit Medicals (Medical Surveillances)

Emergency Response and Preparedness:

• Emergency Preparedness and response Procedure

• Site Emergency Contact Details

• Site Specific Evacuation Plan

• Site Evacuation Map

• Evacuation Drill Reports

• List of Fire Protection equipment

First Aid Management:

• FA Treatment Register

• Medical Reports (Previous Incidents)

• First Aid Content List as per Register

• FA Kit Inspection Checklist

Incident Management:

• Incident Management Procedure

• Incident / Accident Register

• Incident Flash Report

• Incident Investigation Report

• COID: All WCL Forms

• Reporting of Incidents – Annexure 1

• Incident dossier

• LTI Presentation

• Lesson Learnt

Risk Management:

• Risk Management Procedure

• Monitoring and Review Plan

• Baseline Risk Assessment

• Training Registers on Risk Assessments

• Task Specific Risk Assessments

• Copies of Best Practice Procedures

• Safe Work Procedures

• Applicable Permits

• Training Registers on BP / SWP

• Daily Safe Task Instruction - DSTI

• Planned Job/task Observations

Fall Protection / Prevention Management:

• Fall Protection Plan

• Acceptance of Fall Protection Plan by CR 10(1) Appointee

• Fall Protection Risk Assessment

• Training Registers on Fall Protection

• Certificates of Competency for Working at Heights

• Working at Heights and Ladder Safe Work Procedures

• Procedure for Inspection and Maintenance of FP Equipment

• Fall Protection Equipment Registers

• Fall Protection Equipment Inspection Checklists

Hazardous Chemical Substances Management:

• Hazardous Chemical Substances Procedure

• Site Specific Training on hazardous substances

• Chemical Training Attendance Register

• Declaration of Chemicals on Site

• Hazardous Chemical Substance Register

• HCS Issue Register

• SDS’s for All HCS’s (valid for 5 years)

• Hazardous Waste Register (Removal / Disposal)

• Hazardous Waste Removal Certificate (if applicable)

• Waste Management Plan/Procedure

• Contractor Compliance Management:

• Corrective Actions Request Register

• List of Open Corrective and Preventative Actions

• Non-Conformance Register (NCR)

• Non-Conformance Form (NCR)

Monthly Inspections (Registers & Checklists):

• List of Tools and Equipment

• List of Light Vehicles, Trailers, Mobile Equipment

• List of Lifting Equipment and Plant / Machinery

• Checklist Register

• Various Checklists as per SOW, Equipment used

Audits and Reports:

• Internal Audit Reports – Contractor

• Client Audit Reports – Sappi

• 5S Status Report

• Site Inspection Reports (Supervisor, Safety Officers)

• Monthly SHE Performance Reports

• SHE Representative Monthly Inspections Reports

Covid-19 Precautionary Measures:

• Client Covid-19 Management Policies

• Covid-19 H&S Plans

• Covid-19 Procedures

• Covid-19 Risk Assessment

• Covid-19 Awareness Training and Attendance Registers

Communication and learning

• Are representatives of company registered on SAPPI ESD Whatsaap group for notifications

• Are representatives of company registered on Google classroom for Sappi ESD coaching and mentoring