Security Contractor Audit V2017

• Document No.

• Security Contractor Audit Form

• Contractor Name

• Conducted on

  Date

• Prepared by

• Building Name
  Address

• Personnel

Management

• Are weekly or monthly meetings held with senior management, other than on site security manager?

  Yes

  No

  N/A

• Enter persons name

• Are issues discussed and raised with the contractor dealt with appropriately and within a reasonable time?<br>Reasonable time is anything between 1 and 3 days depending on issue raised<br>Feedback should be given within 3 days even if the issue will take longer to resolve

  Yes

  No

  N/A

• Additional information

• Are after hour visits carried out on site by a Senior inspector/ Operations manager? After hour visits means between 23h00 and 05h00. On weekends and public holidays a day visit is required.

  Yes

  No

  N/A

• When after hour visits are conducted is an entry recorded in the OB indicating time and duration of visit?

  Yes

  No

  N/A

• How many after hours inspections have taken place in the last month?

  5-10

  11-20

  21-30

  +30

  0-5

• Is the service provider regularly attending Community and SAPS (Police forum) meetings?

  Yes

  No

  N/A

• Date of last meeting attended

  Date

Documentation

• Health and safety plan on file and updated

  Yes

  No

  N/A

• List any outstanding items found on H&S file

• Date of last audit

  Date

• Are we in possession of the contractors latest Letter of Good Standing?

  Yes

  No

  N/A

• Expiry date of latest Letter of Good Standing

  Date

• Standard Operating Procedures manual on site and up to date

  Yes

  No

  N/A

• Does the SOP include the following?
  
  Bomb threat procedure
  
  Procedure - sprinkler activation, malfunction
  
  Procedure - fire alarm activation on single or multiple detectors
  
  Procedure - flooding caused by pipe burst, valve malfunction or natural disaster
  
  Procedure - power failures
  
  Procedure - generator failure
  
  Procedure - building evacuation
  
  Procedure - armed robberies
  
  Procedure - H & S - trips and falls
  
  Procedure - medical emergencies
  
  
  
  

• Tick the items found in the SOP file

  Select Bomb threat procedure Procedure in the event of a sprinkler activation, malfunction Procedure in the event of receiving a fire alarm signal from a single or multiple detectors Procedure in the event of a flood caused by a pipe burst, valve malfunction Procedure in the event of a power failure Procedure in the event that a full evacuation of the building must be undertaken Procedure in the event of an armed robbery Procedure in the event of a H&S incident such as a trip and fall Procedure in the event of a medical emergency Procedure in the event of a generator failure

  • Bomb threat procedure
  • Procedure in the event of a sprinkler activation, malfunction
  • Procedure in the event of receiving a fire alarm signal from a single or multiple detectors
  • Procedure in the event of a flood caused by a pipe burst, valve malfunction
  • Procedure in the event of a power failure
  • Procedure in the event that a full evacuation of the building must be undertaken
  • Procedure in the event of an armed robbery
  • Procedure in the event of a H&S incident such as a trip and fall
  • Procedure in the event of a medical emergency
  • Procedure in the event of a generator failure

• Additional information

• Do we have a copy of the contractors Skills Development program?

  Yes

  No

  N/A

• Are monthly training records provided in accordance with Skills Development Plan?

  Yes

  No

  N/A

• Are security managers/ company providing the monthly security report by the date prescribed by building management?

  Yes

  No

  N/A

• Do we have a copy of the latest training certificate for First Aiders (Level 3)?<br>All Supervisors and Control officers should be in possession of Level 3 certificate

  Yes

  No

  N/A

• Are security managers providing a daily security synopsis report?

  Yes

  No

  N/A

• Contract documentation including SLA signed and on file

  Yes

  No

  Pending

• If response is "Pending" provide reasons why

Health & Safety

• Updated 37.2 mandatory document on file and signed by all parties.

  Yes = 5

  No = -5

  N/A

• Are Toolbox talks carried out monthly and are records available? Toolbox talks refer to subjects relating to H&S that are discussed or revised with on site staff e.g Effects of using drugs in the workplace, Arrest procedures etc.

  Yes

  No

  N/A

• List Toolbox talks topics for the period since last audit.<br><br>1.

  Yes

  No

  N/A

• How many new employees have been engaged on the premises since the last audit?

  0

  1

  2

  3

  4/ 4+

• Have all new employees been inducted and trained prior to deployment?

  Yes = 5

  No = -5

  N/A

• Are induction records available for all new employees? Confirm that records have been inspected

  Yes

  No

  N/A

• Is public liability insurance in place? Indicate date of expiry of policy if applicable?

  Yes

  No

  N/A

• Insert details of cover on policy

• Enter expiry date of policy

  Date

Equipment and Uniforms

• Do all staff have identification tags complete with photograph?

  Yes

  No

  Pending

• Are all staff correctly and appropriately dressed as per the specification or as agreed with building management?

  Yes

  No

• Are all staff equipped with handcuffs?

  Yes

  No

• Are all staff equipped with batons?

  Yes

  No

  N/A

• Are all staff equipped with radios that are fully functional?

  Yes

  No

• Is the guard monitoring system fully operational?

  Yes

  No

  N/A

• Are daily reports generated by the guard monitoring system sent to Operations manager or building management daily?

  Yes

  No

  N/A

Staffing

• Have all staff been vetted - criminal checks?

  Yes

  No

  N/A

• Are all staff presentable and able to communicate with both the public and management?

  Yes

  No

• Additional information

• Can security guards demonstrate familiarity with the building? This includes the following:<br><br>1. Location of main water supply valves<br><br>2. Fire sprinkler and hose reel control valves<br><br>3. Location of electrical substations and relevant distribution boards<br><br>4. Location of generators<br><br>5. Location of main water storage tanks if applicable<br><br>6. Location of fire extinguishers/ hose reels / hydrants around building<br><br>7. Emergency shut off switches on escalators if applicable<br><br>8. Emergency cut out switches on revolving and bi-parting doors<br><br>9. Location of all tenants in the building<br><br>10. Location of all fire escape routes<br><br>11. Location of refuge areas within fire escapes - used by persons with disabilities<br><br>12. Location of fire phones if applicable<br><br>13. Location of sewer and storm water pumps including control panels if applicable<br><br>14. Location of smoke extraction fans/ vents including control panels<br><br>15. Location of bulk fuel supply<br><br>16. Location of bulk gas supply (LPG and other Gases) both for tenants and building<br><br>17. General building layout<br>

  Yes

  No

• Insert any additional information

• Are all staff correctly graded as per the specification?

  Yes

  No

• Enter any additional information

• Are staff paid in accordance with grading and PSIRA regulations?<br>

  Yes

  No

• Enter the names of personnel whose payslip has been checked

• Has security manager the necessary qualifications and expertise to effectively manage the building?

  Yes

  No

  N/A

• Insert any information pertaining to performance and qualifications

• On a scale of 1-10 rate the Security managers expertise and efficiency

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Is security manager paid in accordance with building specification and requirements?

  Yes

  No

  N/A

Operational procedures and Documentation

• Is the Third party Contractors register available, correctly completed and used every time a contractor works on site?

  Yes

  No

  N/A

• Is the Third party Contractors register completed at the end of each day. I.e has all contractors "signed out"

  Yes = 5

  No = -5

  N/A

• Is the OB available, correctly completed in accordance to the specification and signed each day by the security manager?

  Yes = 5

  No = -5

  N/A

• Insert any additional information applicable to the Occurrence Book (OB)

• Is the fire panel register available, correctly completed and up to date?

  Yes = 5

  No = -5

  N/A

• Is the key register correctly completed with all relevant information?

  Yes = 5

  No = -5

  N/A

• Is the Lift and Escalator register available, completed correctly and up to date

  Yes

  No

  N/A

• Are all building keys available (none missing or damaged)?

  Yes = 5

  No = -5

  N/A

• Enter additional information

  Yes

  No

  N/A

• Is the buildings emergency contact list available and up to date?

  Yes = 5

  No = -5

  N/A

• Is the tenant emergency contact list available and up to date?

  Yes = 5

  No = -5

  N/A

• Is a copy of the malls emergency plan available and up to date in the Control room? The plan should include a full sized plan

  Yes = 5

  No = -5

  N/A

• Are all security staff familiar with the buildings "house rules"?

  Yes = 5

  No = -5

  N/A

• Are all incidents thoroughly investigated, documented, distributed and stored in the prescribed manner?<br><br>The following are regarded as incidents but not limited to the list below:<br><br>1. Health and Safety incidents including accidents, near misses, trip and falls, injuries, vehicle accidents, contractor breaches etc.<br><br>2. Fires<br><br>3. Natural disasters such as floods due to rain, high winds etc.<br><br>4. Criminal incidents such as robberies, shoplifting, theft including petty theft, vandalism, drugs / alcohol, car theft etc.<br><br>

  Yes

  No

• Provide detail of recent reportable incidents
  

• Are security officers doing frequent visits at tenant premises? Confirm frequency.

  Daily

  Weekly

  Bi-monthly

  Monthly

Fire and Safety

• Are fire extinguishers and hose reels checked everyday and is the required documentation available?

  Yes = 5

  No = -5

  N/A

• Are all fire escapes and fire escape doors checked daily and documented? Are the documents available?

  Yes

  No

• Are weekly checks conducted on all sprinkler valves and the correct documentation completed?

  Yes

  No

• Are all defects or anomalies reported to management in the prescribed manner?

  Yes

  No

• Are all staff working in the Control room familiar with the functioning of the fire detection system and where installed the Maestro system?

  Yes = 5

  No = -5

  N/A

• Are all fire and security signals thoroughly investigated and documented?

  Yes = 5

  No = -5

  N/A

• Are panic buttons tested weekly and documented on the prescribed form?

  Yes

  No

• Is the public address system tested on a weekly basis and recorded in the prescribed manner?

  Yes = 5

  No = -5

  N/A

• Are all staff familiar with the operation of the CCTV system?

  Yes

  No

  N/A

• Are all CCTV cameras functioning at the time of audit and any faults reported?

  Yes

  No

  N/A

• Provide any additional information relating to CCTV system

• Are all on site staff familiar with the buildings evacuation plan and emergency drills?

  Yes = 5

  No = -5

  N/A

Medical

• Are all security guards proficient in first aid procedures and qualifications up to date?<br>

  Yes = 5

  No = -5

  N/A

• Do all Control officers and supervisors have the required first aid Level 3 qualification as required by the specification?

  Yes

  No

  N/A

• Are all first aid qualifications current?

  Yes

  No

  N/A

• Is the first aid box available and fully stocked as per OHS standards?

  Yes

  No

  Pending

• If the response "Pending" has been chosen provide additional information

• Are medical reports completed each time medical assistance is provided? Is the documents available?

  Yes = 5

  No = -5

  N/A

• When medical stock is used is it documented and replaced ASAP?

  Yes

  No

  N/A

• Are all wheelchairs fully functional?

  Yes

  No

  N/A

• If response "Pending" is selected provide additional information
  
  

• Are medical stretchers fully functional?

  Yes

  No

  N/A

Emergency Preparedness

• Date of last evacuation exercise. Note: This can be internal training conducted by Security contractor or a planned evacuation exercise carried out in conjunction with building management

  Date

• Provide additional information relating to last evacuation exercise.

General

• During this month has there been any short posting of staff?

  Yes

  No

  N/A

• During this month has there been any late posting of staff?

  Yes

  No

  N/A

• If there has been either late or short posting of staff during this month indicate how many times it has occurred

  0

  1

  2

  3

  4/ 4+

• Has there been any material breach of the contract since previous audit or commencement date if this is the first audit?

  Yes

  No

• Provide additional information on the above

• Has all "non compliance" or problem areas previously highlighted by management been attended to?

  Yes

  No

  Pending

• If response "Pending" is selected provide additional information

• Has the staff facilities provided to the contractor been kept in a neat and clean condition?

  Yes

  No

  N/A

• Client overall impression of service levels

• Comments

• Date and time of follow up audit

  Date

• Contractors name and signature

  Sign

• Auditors name and signature

  Sign