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Policy 11-3-6: Contractors and Outside Agents Work Place Safety Policies

Policy: Policy 11-3-6: Contractors and Outside Agents Work Place Safety Policies Date Adopted:  
Department: Environmental Health & Safety Contact: EH&S Coordinator and the Facilities Director
Statement: All persons, working for, any facility owned or operated by the Western Nevada College (WNC) must follow accepted safe work practices and must agree to comply with safety polices as noted below. Contractors, Outside Agents and Volunteers (to be known as COAV in the rest of this document) will follow policies as established by WNC and policies of all federal, state and local agencies having jurisdiction including but not limited to; Nevada, OSHA, EPA, Nevada State Fire Marshal, NRC and CDC. Compliance with stated policies is not intended solely for Independent Contractors or Construction Companies hired by WNC. It is also intended to include Contractors performing work under contacts and agreements with the State Public Works Board at WNC. Employee Training Hazardous Material Insurance Requirements Notification Work Place Safety

Table of Contents:

  1. Introduction
  2. Scope
  3. Workplace Safety
  4. Notification
  5. Hazardous Materials
  6. Use of Powered Equipment and Vehicles
  7. Contractor and Outside Agent Guidelines

Section 1: Introduction

  1. Prior to starting any work, contractors and outside agents must provide a Certificate of Insurance. The Certificate of Insurance must provide evidence of commercial general liability, business automobile liability and workers compensation and employers liability insurance for at least the limits specified in Chancellors Memorandum 02-04. Other insurance and higher limits may be required depending on the nature of the work performed. The requirement for workers compensation and employers liability insurance may be waived if such insurance is not required per the industrial insurance provisions of Nevada Revised Statutes, Chapters 616A-D such as in the case of Sole Proprietors. The waiver must be pre-approved by the NSHE Risk Managers office.
  2. The Insurance Policy shall name the appropriate party (Board of Regents, NSHE, WNC, or other appropriate name) as an additional insured for all liability policies.
  3. The Insurance Policy shall also be endorsed to specify that without (60) sixty days prior notice, the policy should not be canceled, non-renewed, or coverage and/or limits materially altered. The only exception to this is ten (10) days notice of cancellation for non-payment of premium.

Section 2: Scope

  1. This Contractor and Outside Agents Workplace Safety Policy shall apply to all WNC contractors, outside agents, and volunteers with out exception. This overall policy shall be utilized in conjunction with all other WNC Safety Policies and are contained in the WNC Contractor Safety Handbook.
    This WNC contractor safety handbook shall include the latest versions of the following policies:Contractors and Outside Agents Work Place Safety PoliciesHazardous Communications ProgramIndoor Air Quality ProgramDanger Tag and Lock ProcedureHearing Conservation Program

    Asbestos Program

    Hot Work Permit Program

    Fire Protection System Impairment Policy

    Campus Emergency Notification Guidelines

    Hazardous Materials Emergency Response Plan

Section 3: Workplace Safety

  1. It is the responsibility of the COAV to ensure that all employees brought to the job site are trained in all safe work practices applicable to their job function. Documentation of training shall be furnished to the WNC Environmental Health & Safety Department upon request. It is the responsibility of the Contractor or Outside Agent to contact the Facilities Manager and/or Environmental Health & Safety Coordinator prior to the start of work, to determine if there are any known or unusual conditions likely to be encountered by the crew in the course of their work.

    The WNC Facilities shall be responsible for all notifications to WNC employees or others affected by the work, which should be in writing and available on site in a location accessible by all employees. Any contractor who is engaged in any activity in a manner that presents a major threat to health, life or property shall stop work immediately upon contact from the Facilities Manager, and the Environmental Health and Safety department personnel shall strive to deal through the Facilities manager.

  2. Contractors and Outside Agents
    1. Using hazardous chemicals will maintain, on site a copy of their companys hazard communication program including MSDSs for all chemicals used on the site.
    2. Performing major renovation or new construction shall update and maintain a site safety plan available on site for inspection.
    3. Will be responsible for ensuring that all their employees use required safety equipment. This includes, but is not limited to, hard hats, safety shoes, safety glasses/goggles, fall protection devices, machine guards and respiratory protection.
    4. Must use Job Safety Analysis as defined by Nevada OSHA on all activities. Normally, when cases of job safety are inspected Nevada Law only accepts written documentation.
    5. Will ensure that all their employees know and comply with the policy that all NSHE buildings are No Smoking facilities.
    6. Will ensure that all their employees know and comply with the policy that all NSHE properties are drug and alcohol free.
    7. Must maintain good housekeeping in their work areas. This includes proper disposal of all waste products, chemical waste, construction waste, and large quantities of packing materials so that a hazard is not created.
    8. Disposal of any hazardous products must include the completion of all required record keeping and removal from the site by a licensed hazardous disposal company in compliance with all Federal, State & Local regulations.
    9. Comply with OSHA confined space requirement, will ensure that WNC Hot Work Procedure requirements are followed and issued. They will also follow the Fire System impairment procedure.

Section 4: Notification

  1. Each COAV must notify the Facilities Manager, State Public Works Inspector and/or Environmental Health & Safety Department prior to any work that: may cause the fire alarm system to activate, hot work, fire system impairment or a nuisance or hazard to college personnel. It is the Contractors responsibility to notify the Facilities Manager, State Public Works Inspector, EH&S Department, local Fire Department and contracted alarm monitoring agency PRIOR to disabling any life safety equipment. In addition they must follow the WNC Fire System Impairment Procedures.
  2. Should a COAV require the use of hazardous chemicals the Facilities Manager, State Public Works Inspector and EH&S Department will be notified prior to work starting with the chemicals. When the chemicals are used in the same area as college personnel are working or classes are being taught, a listing of chemicals and MSDS will be provided to the Environmental Health & Safety Department before the work commences using the chemical(s).
  3. Each COAV shall provide warning signs and barricades to properly inform and protect college personnel from all hazards. In addition they shall work with WNCs Facilities Department who will issue all college emails when necessary to inform the college of utility/system outages and area closures.

Section 5: Hazardous Materials

  1. Any and all hazardous materials must be properly stored at all times when they are not in use. Storage shall be in a pre-approved secure manner, which provides separation for each class of chemical and secondary containment where necessary. All reasonable efforts must be made to prevent spills, leaks, vandalism or damage to containers by vehicles. No flammables may be stored in or near any WNC buildings without proper containment and notification of both the Facilities Manager and the EH&S Department.
  2. A company licensed to conduct hazardous material removals must complete abatement, maintenance or removal of hazardous materials such as asbestos contaminated or lead containing materials. Hazardous waste products that are generated as a result of work contracted for will be the sole responsibility of the contractor to:
    1. Properly contain to prevent spills and leaks such that soil, ground water and sewer systems are not contaminated.
    2. Properly dispose of in a manner consistent with state and federal guidelines.
    3. Ensure that a licensed agency and copies of all transfer complete removal and/or disposal and tracking paperwork is provided to the Environmental Health & Safety Department. All work and records must be in compliance with RCRA standards. If the Contractor does not have an EPA number they must apply for a special one-time use EPA number when bidding on RCRA projects.

Section 6: Use of Powered Equipment and Vehicles

  1. No COAV will use any WNC equipment without the express permission of the Facilities Manager. Persons bidding to work at any or all WNC properties are expected to provide all tools and vehicles required to complete their contracted work.
  2. COAV using power equipment including: forklifts, hoists, cranes and earthmoving equipment on WNC properties must be sure a properly trained and certified person operates equipment. The Contractor shall furnish documentation of training upon request.
  3. All powered machinery, including hand held tools, must be routinely inspected by those using the equipment to ensure that all safety attachments are still functioning properly and have not been removed or disabled. Wiring to equipment should be checked to be sure that it has not become damaged or could cause a short. COAV personnel must follow OSHA control of hazardous energy procedures (lockout/tagout) to ensure electrical and other energy is controlled and staffs are protected prior to work on electrical, mechanical, pressurized systems or other equipment where injury could occur due to the presence of energy.
  4. COAV will only park in designated parking areas and will obey all speed and lot rules and restrictions. Deliveries required to be made to areas of no parking on the property will occur on an as needed basis and the vehicle must be removed from the area immediately upon completion of the delivery. At no time will any vehicle park in or block fire lanes, emergency access/egress or handicap access. Vehicles should not be left running and unattended, nor should vehicles that need to remain idling park near entrances or intake vents of occupied buildings.

Section 7: Contractor and Outside Agent Guidelines

  1. All COAV staff and employees on site must wear appropriate safety clothing and equipment. The proper use and maintenance of safety equipment and protective clothing is required on all WNC properties.
  2. COAV personnel are only permitted in those areas designated as a construction zones and break areas. Personnel should not be inside other areas and buildings unless it is directly related to a job function.
  3. COAV personnel must follow all Security and Safety procedures in place at the WNC site they are contracted to work at. This includes locking all vehicles, access gates, buildings and storage units when not on site. If work is being conducted within restricted areas all assigned personnel must comply with campus policies and procedures. COAV personnel may be required to wear approved security badges when on campus.
Date(s) Revised September 2, 2008; Date(s) Reviewed