03-007 Contractor Management Program_2018
Town of Tillsonburg
Contractor Management Program
Date: July 13th, 2018
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13, 2018
Page 2 of 35
Table of Contents
1 Policy and Statement of Intent ................................................................................................................ 4
2 Scope, Limitations and Ownership .......................................................................................................... 4
2.1 Scope .............................................................................................................................................. 4
2.2 Limitations ...................................................................................................................................... 5
2.3 Ownership of Program .................................................................................................................... 5
3 Definitions .............................................................................................................................................. 5
4 Training .................................................................................................................................................. 6
5 Introduction to Contractor Management ................................................................................................. 6
5.1 Risk Level ........................................................................................................................................ 7
5.2 Pre-approval Process ....................................................................................................................... 7
6 Hiring Contractors .................................................................................................................................. 7
6.1 Private Homeowners ....................................................................................................................... 8
6.2 Independent Operators ................................................................................................................... 8
6.3 Hiring in Emergencies ...................................................................................................................... 9
6.4 The Town as a Contractor ................................................................................................................ 9
7 Monitoring and Evaluation of Contractors ............................................................................................... 9
7.1 Supervision ................................................................................................................................... 10
7.2 Incident Reporting ......................................................................................................................... 10
8 Waste and Recycling ............................................................................................................................. 11
9 Program Forms and Documentation ...................................................................................................... 11
9.1 Contractor Document Checklist ..................................................................................................... 11
9.2 Contractor Agreement ................................................................................................................... 11
9.3 Site Supervisor Inspection Checklist ............................................................................................... 11
9.4 Safe Work Planning Form .............................................................................................................. 12
9.5 Record Retention .......................................................................................................................... 12
10 Construction Contracting................................................................................................................... 12
10.1 Documentation ............................................................................................................................. 13
10.2 Town of Tillsonburg as “Constructor” ............................................................................................. 13
10.3 Town Not Acting As “Constructor” ................................................................................................. 14
11 Roles & Responsibilities .................................................................................................................... 15
Town of Tillsonburg .................................................................................................................................. 15
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
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Department or Individual Hiring the Contractor ........................................................................................ 16
Department or ......................................................................................................................................... 17
Individual Hiring the Contractor ................................................................................................................ 17
Town of Tillsonburg as Supervisor (overseeing Contractors) ...................................................................... 18
Town of Tillsonburg as Supervisor (when Town is Constructor), or General Contractor as Supervisor (when
GC is Constructor) .................................................................................................................................... 19
Contractor or Subcontractor ..................................................................................................................... 20
Human Resources ..................................................................................................................................... 20
Finance Department ................................................................................................................................. 20
12 Record of Revisions ........................................................................................................................... 20
Appendix 1: Construction Project Decision Flowchart ............................................................................... 21
Appendix 2: Site Supervisor Inspection Checklist ...................................................................................... 22
Appendix 3: Contractor Documentation Checklist ..................................................................................... 25
Appendix 4: Contractor’s Agreement ....................................................................................................... 26
Appendix 5: Job Hazard Analysis .............................................................................................................. 28
Appendix 6: Safe Work Planning Form ..................................................................................................... 29
Appendix 7: Constructor Responsibilities Checklist ....................................................................................... 33
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 4 of 35
1 Policy and Statement of Intent
The Town of Tillsonburg Contractor Management Program is intended to ensure that a consistent process is
followed when sourcing and hiring contractors, in order to minimize any safety risk to staff, contractors or the
general public, as well as to minimize risk and liability to the organization.
The Contractor Management Program contains this detailed outline, as well as related flow charts and forms
that allow flexibility in the process of hiring a contractor or contractors. When hiring a contractor to perform
simple, low risk work, the process is intended to be simple, however, the program allows for the demands to
increase as the risks in the work increase.
This program is applicable to the hiring of all contractors, whether for work related to capital projects, or for
simpler work necessary to meet the ongoing day to day needs of the organization.
Examples of all forms and checklists are included in this program in the Appendix.
2 Scope, Limitations and Ownership
2.1 Scope
The Tillsonburg Contractor Management Program and related forms will be applicable to the hiring of
contractors to perform any work on behalf of the Town of Tillsonburg, regardless of the scope or type of work
being contracted.
Contractor management is a critical part of managing large scale improvement or repair projects, but is also
important when hiring contractors to perform any other work that may create liability.
Different types of work may require different levels of training or qualifications, based on the risk level in the
work or legal requirements related to the work. There are also often differences in required qualifications based
on whether the work is considered construction work or not.
Non-construction work includes, but is not limited to: equipment or vehicle repair or service, IT service,
consulting / engineering / training, cleaning services, catering, furniture assembly, etc.
Construction work includes but, is not limited to: the erection, installation, modification, renovation or
demolition of all or part of a building or structure, painting of new walls or structures, the installation of
machinery, electrical installations, service connections, concrete work, earthmoving or grading, trenching or
scaffolding. (as outlined in the Occupational Health and Safety Act, Section 1 (OHSA, S.1)).
Department Managers are responsible for determining the scope and risk level of the work being contracted,
and to follow the program appropriately, based on that determination.
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
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2.2 Limitations
The program does not address the direct hiring of employees on contract, whether permanent or temporary or
delivery drivers such as Purolator, Fed Ex, or similar organizations. The program also does not apply to visitors,
who may attend a Town office or facility for meetings or other reasons.
2.3 Ownership of Program
This program is “owned” by the Chief Administrative Officer or delegated authority which has responsibility for
ongoing review and revision. Regular reviews of the program, and any revisions to be made, will be completed in
consultation with Human Resources and all departments to whom the program applies.
3 Definitions
Construction includes erection, alteration, repair, dismantling, demolition, structural maintenance, painting,
land clearing, earth moving, grading, excavating, trenching, digging, boring, drilling, blasting, or
concreting, the installation of any machinery or plant, and any work or undertaking in connection with a
project but does not include any work or undertaking underground in a mine (OHSA, S.1)); (see also
“Project” definition)
Constructor - A person who undertakes a project for an owner and includes an owner who undertakes all or part
of a project by himself or by more than one employer (OHSA S.1)
Contractor - A person or firm hired on a contract basis for monetary compensation to perform specific work on
behalf of the Town of Tillsonburg. The contractor can be both an employer and a worker, and includes
their own staff.
Employer - Means a person who employs one or more workers or contracts for the services of one or more
workers and includes a contractor or subcontractor who performs work or supplies services and a
contractor or subcontractor who undertakes with an owner, constructor, contractor or subcontractor to
perform work or supply services (OHSA S.1)
General Contractor - A person or firm hired on a contract basis to undertake a Construction Project on behalf of
the Town of Tillsonburg, and will assume the role of Constructor
Lead Department - The Town department assuming responsibility for a given project.
Owner - Includes a trustee, receiver, mortgagee in possession, tenant, lessee, or occupier of any lands or
premises used or to be used as a workplace, and a person who acts for or on behalf of an owner as an
agent or delegate; (OHSA S.1)
Project means a construction project, whether public or private, including,
(a) The construction of a building, bridge, structure, industrial establishment, mining plant, shaft, tunnel,
caisson, trench, excavation, highway, railway, street, runway, parking lot, cofferdam, conduit, sewer,
water main, service connection, telegraph, telephone or electrical cable, pipe line, duct or well, or
any combination thereof,
(b) The moving of a building or structure, and
(c) Any work or undertaking, or any lands or appurtenances used in connection with construction (OHSA
S.1); see also “Construction” definition
Town of Tillsonburg Contractor Management Program
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Supervisor - A person who has control over a workplace or authority over a worker
Worker means:
1. A person who performs work or supplies services for monetary compensation.
2. A secondary school student who performs work or supplies services for no monetary compensation
under a work experience program authorized by the school board that operates the school in which
the student is enrolled.
3. A person who performs work or supplies services for no monetary compensation under a program
approved by a college of applied arts and technology, university or other post-secondary institution.
4. A person who receives training from an employer, but who, under the Employment Standards Act,
2000, is not an employee for the purposes of that Act because the conditions set out in Subsection 1
(2) of that Act have been met.
4 Training
Training will be provided for Department Managers, Departmental Supervisors, Purchasing staff who may be
involved in the hiring of contractors, and any other departmental staff that may become responsible for the
hiring or managing of contractors. This training will include:
Training on the Contractor Management Program including a course/workshop in ‘Managing
Contractors”
Laser fiche training
Retraining will be completed every three years, unless changes to the program make it necessary to retrain
sooner on the revised program.
5 Introduction to Contractor Management
The Contractor Management Program provides basic steps to be followed to hire any contractor. While further
details are provided within this document, the basic steps for hiring contractors can be summarized as shown:
a) Identify work to be contracted out
b) Review the scope of work and resulting risk level to determine what records are necessary from
contractor
c) Source contractor
d) Provide list of required documentation to contractor
e) Have contractor sign Contractor Agreement and provide all required information
f) Meet to complete Safe Work Planning Form, (high risk contracts only)
g) Monitor and evaluate work of contractor
h) Determine whether contractor may be hired for future work
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
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5.1 Risk Level
When hiring a contractor, the decision on how much documentation to request should be made based on the
risk level of the work being completed. The higher the risk level of the work, the more care should be taken to
confirm the qualifications and training of the contractors are appropriate for the work.
Risk level will be determined through completing the Town’s Job Hazard Analysis (JHA – Appendix 5), or by using
an existing JHA to verify all risks have been identified, assessed and appropriately controlled.
High risk work may include, but not be limited to, tasks such as road repair, trenching, working at heights,
working on or near electrical power lines or stations, roof repair or replacement, confined space entry situations
such as sewer work, structural repair or renovation to buildings, etc.
Moderate risk may include, equipment or vehicle repair, minor building repair or renovation, grounds keeping,
snow removal,
Low risk work may include, but not be limited to, clerical work, consulting, training, or cleaning.
For low risk work, the hiring department may determine that liability insurance, clearance certificate and a
signed Contractors Agreement may be sufficient, or as they deem appropriate.
For work with a moderate level of risk, the hiring department may determine what qualifications, training or
other records are appropriate for their circumstances.
For any high risk work, copies of all related qualifications should be obtained to confirm they meet the legal
minimum and industry practice.
5.2 Pre-approval Process
The Town will generate and maintain a list of contractors that already have basic approvals to provide work on
site. This could be done by posting for submissions from contractors who wish to be able to bid on work, or by
adding contractors to the list as they are hired to perform work and demonstrate their reliability.
Any list of pre-approved contractors will be maintained by the Finance Department, and by each department
related to their own needs. The Hiring Department or Individual shall contact Finance to confirm annual
documentation is updated.
6 Hiring Contractors
Contractors may be hired in accordance with the Town’s Purchasing By-law 3967, or may be sourced from a list
of pre-approved contractors. A pre-approved contractor has already submitted documentation showing they
have appropriate basic coverage and qualifications to perform work for the Town.
A review of the work to be completed will determine what further qualifications may need to be confirmed, or if
updated proof of coverage is necessary.
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Contractors will be expected to provide all requested documentation identified on the Contractor
Documentation Checklist (Appendix 3) and execute a Contractor Agreement (Appendix 4) with the Town before
beginning work on site.
For pre-approved contractors who perform work on behalf the Town regularly, submission of a signed
Agreement and requested documentation may be provided on an annual basis, with anything newly identified
being added as needed.
Workplace Safety and Insurance Board (WSIB) Clearance Certificates and proof of current, adequate insurance
coverage must be provided on an ongoing basis, based on expiry dates. The amount of insurance coverage will
vary depending on the work, and will be determined by the hiring Department Manager, at a minimum shall be
$5 million dollars.
As it is not possible to anticipate ALL work that may be contracted, the potential hazards and required
documentation listed will provide guidance, but consideration must be given to the specific work planned and
the related hazards and necessary qualifications.
The Contractor must provide proof of qualifications and any training records requested. Records requested
should be reflective of the work being completed and the hazards that may be present. The Contractor
Documentation Checklist provides guidance as to what training may be necessary, but where appropriate,
additional records may be requested.
When additional assistance is needed to determine appropriate training or qualifications for a contractor,
Human Resources staff should be consulted for guidance.
The Town may also ask for information on injury statistics from contractors. These may be requested in the form
of Firm Profile or Workplace Injury Statistical Report (WISR) available from WSIB.
6.1 Private Homeowners
Private homeowners may hire contractors to complete work on their properties. Sometimes responsibility for
the work being contracted may transfer to the Town of Tillsonburg due to circumstance of the work or location.
At that time an Encroachment Permit is required.
If the Town assumes responsibility for the work, this program becomes applicable and the Contractor will be
asked to comply immediately, including providing requested documentation and records.
6.2 Independent Operators
Independent Operators are non-construction contractors who are sole proprietors and have no employees.
They may obtain coverage from WSIB voluntarily, but they are not required to do so. It is important to note that
ALL construction contractors of any kind must have WSIB coverage and are not eligible for Independent Operator
status.
Care must be taken when hiring independent operators as it is possible for them to be considered employees of
the Town, especially if their only client is the Town.
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WSIB’s Independent Operator policy (Policy # 12-01-01) should be used for reference if there is any question as
to the contractor’s status. Independent Operators who are not required to have coverage with WSIB will be
asked to provide confirmation of their status from WSIB. The Town will require them to either register with
WSIB or provide proof of private insurance in lieu of WSIB coverage.
6.3 Hiring in Emergencies
On occasion, emergency situations may arise that require a contractor to be hired at extremely short notice,
with no time to obtain sign offs or other documentation.
In these cases, the Hiring Department or Individual will make the decision to go ahead and hire an appropriate
party. The sign off and other documentation may be obtained as soon as possible, once the initial emergency
situation has been resolved.
Note – a Hiring Department or Individual’s failure to follow the program requirements and obtain appropriate
documentation in advance of scheduled work beginning does not constitute an emergency. This exemption is
intended for true emergencies such as flooding, major equipment failure, etc.
6.4 The Town as a Contractor
Some Town personnel or departments work under contract to other organizations. In these cases, they are the
“contractor” rather than the hiring employer.
These employees are expected to work in accordance with all department safety and planning requirements of
the Town of Tillsonburg, as well as any specific requirements that may be provided by the hiring organization.
7 Monitoring and Evaluation of Contractors
The Town staff will monitor the activities of all contractors on site.
For higher risk work, the hiring department will establish a schedule of regular visits to the site by a Manager or
Supervisor.
In some instances, the persons monitoring contractor activities may not be Managers or Supervisors, but could
be employees working nearby or with the contractor. They are able to provide assistance to the contractor when
questions arise, but may not have authority to direct work that they have concerns about. In these cases, Town
personnel will contact the appropriate Manager or Supervisor if they feel there are issues beyond their authority
needing correction.
Issues of compliance or failure to meet any standard set by the Town, whether related to safety, scheduling or
timing, quality of work, on site behaviours or similar situations, will be brought to the attention of the
designated contact representing the contractor.
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Continued or repeated failure to meet expectations will be addressed by escalating the concern, in writing, to a
senior manager within the contractor’s organization.
If issues continue in spite of this contact, the Town will review the situation to determine whether the best
option is to remove the particular employee, or possibly cancel the contract.
It should be noted that some transgressions may be serious enough that the Town will request the employer of
the individual to remove them immediately. Ideally, direction and opportunity to improve the situation can be
provided, and the situation resolved without removal being necessary.
In any situation where the Town feels that there is some immediate risk to staff, employees of the contractor, or
the general public, they may insist that the work be immediately stopped, until such time as the situation can be
corrected. All contractors would be expected to comply with this directive.
Upon completion of the contracted work, staff involved in the project will advise as to whether the contractor
should be added to, or retained on, a list of pre-approved contractors to be used in the future.
Those whose work was not satisfactory for any reason may be removed from this list, or a notation may be
added to the list that this contractor IS NOT to be hired again.
7.1 Supervision
In some instances, such as larger construction projects, there are legal requirements related to onsite
supervision (OHSA, Section 27 and Construction Regulation 213, Section 14 and 15). It is expected that the Town
and any Constructors hired will comply with legal requirements related to supervision at a minimum.
In addition, the Town will provide a supervisor to oversee work that involves more than one contractor,
regardless of the type of working being done. A supervisor may also be appointed for higher risk work, whether
legally required to be on site or not.
7.2 Incident Reporting
Contractors working for the Town are expected to ensure any incidents causing damage or injury requiring
treatment beyond first aid are reported to the Town contact.
In addition, any reports triggered by the incident, which need to be made to the Ontario Ministry of Labour
(MOL) or to Ministry of Environment and Climate Change (MOECC) are to be made by the contractor as
required, and the Town contact must also be advised immediately.
Fatalities and critical injuries as defined by Regulation 834 must be reported to the MOL, the firms Joint Health
and Safety Committee or Safety Representative and the workers’ union (if any) immediately. As previously
noted, the Town must also be notified immediately.
Section 53 of the Occupational Health and Safety Act requires that the provided list of “occurrences” outlined in
section 11 of the Construction Regulations are reported to the MOL. These incidents must also be reported to
the Town contact.
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Any spill or release of a chemical or gas to the natural environment that causes or will likely cause an adverse
effect, must be reported to the MOECC immediately under section 15 of the Environmental Protection Act. The
Town must also be advised immediately of the situation.
Investigations into the cause of any such incident outlined above are to be completed in a timely manner by the
contractor responsible, and appropriate corrective actions taken. The Town reserves the right to request copies
of the investigation report and planned corrective actions taken or to be taken, if the incident has occurred on
Town property or while working for the Town.
8 Waste and Recycling
Any waste or recycling generated by a contractor must be removed from Town property by the contractor
responsible for its generation.
If the work being completed may generate hazardous wastes or materials that require removal, the Town
contact must be notified in advance so that appropriate arrangements can be made for storage, registration if
required, and removal.
9 Program Forms and Documentation
Copies of all forms and checklists are listed in Appendix Section of this document. They will be maintained as
separate files.
9.1 Contractor Document Checklist
This document is a list of what may be required from contractors, depending on the work being completed. The
hiring department should check off what they want from a particular contractor, and provide the list to the
contractor along with the Agreement to be reviewed and signed. All documentation requested should be
provided prior to any work beginning. Found under Appendix 3.
9.2 Contractor Agreement
This is a simple sign off intended to remind all contractors of the basic rules for performing work for the Town.
The form should be signed by the contractor, and include a list of all personnel expected to be on the work site.
It is intended to be used with all contractors. Found under Appendix 4.
9.3 Site Supervisor Inspection Checklist
This is a checklist to be used to complete the weekly supervisor site inspections as required. It may also be used
by a worker safety representative to complete monthly inspections for any projects large enough to have a rep
or safety committee. Found Under Appendix 2.
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9.4 Safe Work Planning Form
To facilitate safe interaction between all construction contractors and Town staff, a Safe Work Planning Form
will be completed prior to work beginning. The Form will be completed by the Project Lead, in conjunction with
representatives of any on-site contractors. Any necessary safe work measures or procedures will be identified
and planned. Found under Appendix 6
For simple projects, some areas of the Safe Work Planning Form may not be applicable. Those areas that are not
applicable to a given project will be clearly marked, “not applicable” or N/A.
The Town may choose to allow contractors to use their own safety measures, (for example their own lockout
procedure), where they are comfortable that it provides a level of protection equal to what the Town’s
equivalent procedure would provide. If they are not comfortable that the appropriate level of protection would
be provided, the Project Lead may insist the contractor follow a Town procedure, and will provide such
procedure to the contractor.
The contractor will be responsible for ensuring all persons working on the site are provided training in the Town
procedure to be followed.
9.5 Record Retention
All forms, reports and checklists for contracted work should be retained in accordance with Town policy, either
in hard copy or electronically.
It is important to note that all required documentation for a construction project (Form 1000s, Notice of Project,
etc) must legally be retained by the constructor for at least one year following completion of the project.
Other than the legal requirement, it is recommended that records be retained and accessible for at least two
years for reference if needed.
10 Construction Contracting
In addition to the basic requirements in place for any contractor, this section addresses further requirements for
construction work. Note that the requirements of this section are in addition to the basic contractor
requirements.
As previously discussed, construction work includes but is not limited to: the erection, installation, modification,
renovation or demolition of all or part of a building or structure, painting of new walls or structures, the
installation of machinery, electrical installations, concrete work, earthmoving or grading, trenching or
scaffolding. (as outlined in the OHSA, S.1 Definitions)
It should be noted that the majority of legal responsibilities and liabilities rest with the Constructor on any
construction project, while the Project Owner retains the responsibility for setting and upholding the overall
standards expected on the project.
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For some projects, the Town may have the role of Project Owner and Constructor. In other cases, the Town will
be the Project Owner, and a General Contractor or equivalent will act as Constructor. Similarly, the Site
Supervisor may be a Town staff member, or the employee of a contractor. The responsibilities remain the same
regardless. Contracting of construction work entails greater risk for the organization, generally, and often, more
regulatory requirements become applicable.
The Town will not act as constructor where it can be avoided. Contractors will be expected to assume the role
when it is appropriate. Request for Purchases (RFPs) or other tender requests will state that the successful
bidders are to assume the role of constructor.
Where the Town must act as Constructor, those involved must understand the hazards and requirements for the
work being completed.
10.1 Documentation
In addition to documentation and training records that the Town may request, there are two documents that
are used for construction projects.
1. Notice of Project
2. Registration of Constructors and Employers Engaged in Construction (Form 1000)
A Notice of Project must be submitted by the Constructor to the Ministry of Labour prior to beginning work on
any project that meets the criteria laid out in section 6 of the Regulation for Construction Projects.
A Registration form is completed by the Constructor and all contractors who will work on a given project, and
are submitted to and held by the constructor at the project site. The specifics are found in section 5 of the
Regulation for Construction Projects.
10.2 Town of Tillsonburg as “Constructor”
When the Town is acting as Constructor on a project, they become responsible for all aspects of the project,
including the qualifications of those working on the site, site conditions, the safety of all personnel on the site, as
well as the submission of all forms or notices.
Hiring contractors to work on a construction project will follow the same basic process as non-construction
contractors, however, the required qualifications and documentation will increase as the risk in the work
increases.
Town staff may, if appropriate, perform work on the site along with contractors.
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10.3 Town Not Acting As “Constructor”
a) When the Town will not act as Constructor on a project, a General Contractor (GC) or equivalent will be
hired, and will be responsible for all site requirements.
b) The Town will obtain all necessary documentation from the GC as per the Contractor Management
Program, and will meet with the GC during the planning stages of the work.
c) The GC will be expected to develop a plan for all work to be completed safely. If they have such a
process internally, they can use it as they normally do. They will provide a copy of any such plan to the
Town for reference and monitoring.
d) Where a contractor or GC does not have a safe work planning process, the Town will provide a copy of
the Safe Work Planning Form for completion.
e) The GC will complete the form, including any contractors or subcontractors in the process. A copy will be
provided back to the Town, for reference only.
f) The Planning Form will assist Town staff to monitor the work site to ensure all agreed upon procedures
are being followed.
g) IMPORTANT NOTE: It is important that the Town does not inadvertently assume the role of the
constructor for the project by becoming too involved in the day to day direction of work. Issues that
may arise, or concerns that Town staff have, will be taken to the site supervisor, or designated contact
for the GC for action. Town staff should not direct the activities of contractors’ staff. Town staff may
need to visit the project site for discussion or to inspect the work in progress. It is critical that these staff
members wear appropriate Personal Protective Equipment (PPE) to enter the site, and that they enter as
“guests” of the Constructor
h) At minimum, appropriate protective equipment to enter a construction site is a hard hat and
construction grade safety shoes or boots. The constructor may also require safety glasses, hearing
protection, reflective vests, or other equipment based on site hazards. The safety related protocols or
procedures that the Constructor has in place are to be respected at all times when on the site
i) Town staff shall not perform work on these sites, as doing so may cause the Town to assume
Constructor responsibilities.
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11 Roles & Responsibilities
This section outlines the general responsibilities of key parties when hiring any contractor.
Responsible
Type of Work
General Contracting Construction
(Town as Constructor)
Construction (Town as Project
Owner, hiring an outside GC)
Town of
Tillsonburg
Ensure that training in this program is provided for those who hire or monitor contractors
Ensure that requirements of the program are implemented and functioning
Ensure this program is implemented and followed when sourcing contractors
Ensure all contractors are aware of the standards being set by the Town for work done on
their sites
Ensure the party assuming the role of the constructor is clearly defined for all construction
projects.
N/A Ensure competent
persons are acting as
Constructor for any
project (internal staff)
Take steps to correct any
failure to meet acceptable
standards by any
contractor on site
Ensure competent persons are
acting as Constructor for any
project (GC)
Take steps to correct any failure
to meet acceptable standards
by any contractor on site, either
through the General Contractor
or the contractor contact (as
applicable)
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Responsible
Type of Work
General Contracting Construction
(Town as Constructor)
Construction (Town as Project
Owner, hiring an outside GC)
Department
or Individual
Hiring the
Contractor
Prior to Work
Ensure the scope of work is clearly defined within
tender requests or other requests for contractors
Ensure all contractors are fully qualified and provide
all required documentation. Documents will include
completion of Appendix 3, and 4, as well as any
qualifications/training records identified during the
Job Hazard Analysis (JHA). Forward all original
documents to the Finance Department to be filed.
If documents are accessed from Laser fiche, ensure
they are up to date
Facilitate the completion of the JHA for the scope of
work or retrieve the completed JHA from Finance and
validate the current information. Forward the
updated JHA to the On the Job Contact (Supervisor or
Manager).
Note all subcontractors must undergo the same
process.
Ensure all contractors can identify their Town contact
(Supervisor)
Prior to Work
Ensure the scope of work is
clearly defined within tender
requests or other requests for
contractors, including clearly
identifying the GC as the
Constructor
Ensure the GC is fully qualified
and provide all required
documentation. Documents
will include completion of
Appendix 3, and 4, as well as
any qualifications and/or
training records identified
during the JHA. Forward all
original documents to the
Finance Department to be
filed.
Facilitate the completion of
the JHA for the scope of work
or retrieve the completed JHA
from Finance and validate the
current information. Forward
the updated JHA to the On the
Job Contact (Supervisor or
Manager).
Facilitate the completion of a
Safe Work Plan by the GC
Note the General Contractor
will be responsible for
collecting and retaining
documentation from
subcontractors.
Ensure the GC is aware of who
the Town contact will be
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Responsible
Type of Work
General Contracting Construction
(Town as Constructor)
Construction (Town as Project
Owner, hiring an outside GC)
Department
or
Individual
Hiring the
Contractor
During Contract Execution
Maintain contact with contractors
Monitor and oversee work being completed on the
project for compliance with acceptable standards and
legal requirements
Identify any deficiencies on the project site and initiate
correction in consultation with the contractor(s)
Report ongoing issues to the Department Manager for
follow up and action
During Contract Execution
Maintain contact with the GC
Utilizing the Safe Work Plan,
monitor and oversee work
being completed on the
project for compliance with
acceptable standards and
legal requirements
Identify any deficiencies on
the project site and consult
with the GC Supervisor to
initiate corrective action
Report ongoing issues to the
Department Manager for
follow up and action
Post Contract
Ensure all outstanding documentation has been provided, including current clearance
certificates, and copies of any incident reports or investigations that have been requested
Ensure any remaining deficiencies are corrected, if any, prior to final payments being made
and files closed
Consider whether there were any issues that arose that might make it advisable that this
contractor not be hired again, notify the appropriate Department Manager if this is the case
Retain copies of all documentation required for the work that has been completed in
accordance with Town of Tillsonburg policy.
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 18 of 35
Responsible
Type of Work
General Contracting Construction
(Town as Constructor)
Construction (Town as Project
Owner, hiring an outside GC)
Town of
Tillsonburg
as
Supervisor
(overseeing
Contractors)
Ensure all contractor
employees working on
the project site are
aware of the hazards
present on the site,
and the applicable
controls that are in
place to minimize risk
Monitor the activities
taking place and ensure
that all appropriate
safety equipment and
procedures are being
used
Inspect site as
required, and
document inspection
and corrective actions
Ensure any noted
deficiencies are
corrected in a timely
manner
Ensure any required
notices or reports to
regulators are made in
a timely manner
N/A
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 19 of 35
Responsible
Type of Work
General Contracting Construction
(Town as Constructor)
Construction (Town as Project
Owner, hiring an outside GC)
Town of
Tillsonburg as
Supervisor
(when Town is
Constructor),
or General
Contractor as
Supervisor
(when GC is
Constructor)
N/A Ensure all contractors and sub-contractors are fully qualified
and provide all required documentation to prove
qualifications and training as requested
Ensure all agreed upon processes or procedures are
implemented on the project site
Ensure any required notices or reports to regulators are
made in a timely manner
Ensure all persons working on the project site are aware of
the hazards present on the site, and the applicable controls
that are in place to minimize risk
Monitor the activities taking place and ensure that all
appropriate safety equipment and procedures are being
used
Inspect site as required, and document inspection and
corrective actions
Ensure any noted deficiencies are corrected in a timely
manner
Ensure all projects are
run in accordance with
applicable regulatory
requirements as per
Appendix 7 Constructor
Responsibility Checklist
(as a Guideline)
Ensure regular contact
is maintained with the
Town Department or
Individual who is
responsible regarding
the status of the
project
Ensure all projects are run in
accordance with applicable
regulatory requirements
Ensure regular contact is
maintained with the project
owner or their representative
on the status of the project
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 20 of 35
Responsible
Type of Work
General Contracting Construction
(Town as Constructor)
Construction (Town as Project
Owner, hiring an outside GC)
12 Record of Revisions
Revision Level Date Details Approved by
New Dec 14/17 New Senior Leadership
Contractor or
Subcontractor
Follow all applicable safe work procedures or processes
Use or wear all required equipment or protective devices
Provide all requested documentation prior to working
on the site, including but not limited to Appendix 3
and 4.
Report any hazard or concern that may impact the
safety and efficiency of the site to the Town of
Tillsonburg contact / their supervisor
Report any incident causing damage or injury
immediately to your Town Contact
Provide all requested
documentation prior to
working on the site.
Report any hazard or concern
that may impact the safety
and efficiency of the site to
the GC
Report any incident causing
damage or injury
immediately to the GC
Human
Resources
Provide guidance related to appropriate training or qualifications of contractors, as needed
Provide updates regarding any changes to legislation or standards that are relevant to the
program in a timely manner
Assist to audit program on a regular basis and make recommendations for improvement as
needed
Participate in reviews or revisions of the program
Finance
Department
Receive and file contractor documentation provided by the Hiring Department or
Individual.
Maintain WSIB e-clearance for qualified contractors
Input information into Laser fiche (listed under General Contracting - Contractor Name),
Health and Safety Folder. For each contractor, this will include:
o WSIB e-clearance
o Appendix 3 Contractor Document Checklist, including documents generated from
the contractor
o Appendix 4 Contractor Agreement
o Appendix 5 Job Hazard Assessment
o Any additional information as directed by hiring department
Conduct annual review of pre-approved contractors
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 21 of 35
Appendix 1: Construction Project Decision Flowchart
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 22 of 35
Appendix 2: Site Supervisor Inspection Checklist
This checklist is to be used during weekly supervisor site inspections. All items of concern are
to be corrected and noted as complete on the checklist.
Name: ______________________ Date of Inspection: ____________________
Inspection Area / Item OK NG Comments (include item and location)
GENERAL
Walkways, stairs and aisles are
clear of debris, cords, cables, etc.
Shelves and racks are tidy with no
overhanging or unsecured items.
Parking lot and entrance way are
clear of ice, debris and other trip
hazards.
Work areas are generally tidy and
material or equipment not in use is
properly stored.
Washroom facilities are available
Potable water is available as
needed
Other:
EQUIPMENT
Guards and protective covers are
in place and secure.
Light curtains and emergency
stops are functional.
Damaged equipment has been
disabled and locked out pending
and / or during repair.
Operators are trained and
qualified on their equipment.
Lift truck certification is current
(annual) and all operators are
trained and certified (3 yrs / 18
mths).
Daily pre-use inspections are
being completed.
Other
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 23 of 35
Inspection Area / Item OK NG Comments (include item and location)
EMERGENCY EQUIPMENT
Fire extinguishers have been
visually checked within the last
month.
Fire extinguishers are clear and
easily accessible.
Exits are clear and easily
accessible.
Eye wash stations are in place
and are clean if applicable.
First aid kit(s) have been checked
in the last 3 months.
First aid kit is easily accessible.
A worker trained in first aid is
readily available at all times.
Other
CHEMICAL STORAGE
All containers are labeled as
required.
All chemicals not in use are tightly
closed and properly stored.
(Material) Safety Data Sheets (or
SDS) for all controlled products
are available and current.
Workplace Hazardous Material
Information System (WHMIS)
training is current for all workers
who work with or near controlled
products.
Other
OUTDOOR AREAS
Parking lot and entrance way are
clear of ice, debris and other trip
hazards.
Emergency exits are clear from
the outside.
Chemicals outdoors are tightly
closed and removed in a timely
manner.
Other
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 24 of 35
Inspection Area / Item OK NG Comments (include item and location)
Notice Board
Occupational Health and Safety
Act / Construction Regulations are
posted on board.
Notice of Project is posted (if
applicable)
Form 1000(s) posted or available
as applicable.
Emergency information or
procedures are posted
Name(s) of Health and Safety
(H&S) Representative or JHSC
and work location posted
Other
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 25 of 35
Appendix 3: Contractor Documentation Checklist
All applicable documentation must be provided prior to commencing any work.
Contractor Name: Phone:
Town of Tillsonburg Contact:
Description of Work:
REQUESTED / REQUIRED FORMS Applicable
(yes)
NA
(no)
1 Contractor Agreement, signed
2 Current Clearance Certificate (or confirmation on e-clearance) for
contractor and all subcontractors
3 Confirmation of Independent Operator status from WSIB
4 Proof of Liability / Professional Insurance – for contractor and all
subcontractors ($5,000,000)
5 Form 1000 - Registration of Contractors and Constructors Engaged in
Construction – contractor and all subcontractors
6
Training Documents (indicate any that may be necessary)
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
7
Professional Qualifications (check all applicable)
____ Trades Certificate - specify _______________
____ Engineering
____ Other – Specify ___________________
8 Material Safety Data Sheets / Safety Data Sheets for Controlled
Substances (list)
9 Health and Safety Policy Statement (OHSA Section 25 (4) This does not
apply to workplaces with 5 or fewer workers regularly employed.)
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 26 of 35
Appendix 4: Contractor’s Agreement
Date: _____________________________
Contractor Company Name: ______________________________________________
As a contractor performing work for the Town of Tillsonburg you are expected to work in a safe manner, and
comply with all relevant health and safety legislated requirements.
The contractor must ensure all employees performing work for the Town are familiar with, and agree to abide
by the following:
• Use or wear any equipment, protective devices or clothing required by their employer or by the Town,
including any required personal protective equipment
• Report any missing or defective equipment or protective device that may be dangerous
• Report any identified workplace hazard to the company contact
• Report any known contravention of the Occupational Health & Safety Act or Regulations
• Not remove or make ineffective any protective device
• Not use or operate any equipment or work in any way that may endanger any worker
• Absolutely no alcohol or illegal drugs will be used, or are allowed in work areas, at any time.
• Not engage in any prank, contest, feat of strength, unnecessary running, or rough or boisterous conduct
• All accidents or injuries, regardless of severity, must be reported immediately
• Maintain a tidy work area as much as possible, and remove all waste or debris at the end of each day, and
at the completion of the work
Contractors may work in areas frequented by the general public. It is expected that all on-site personnel will
conduct themselves accordingly.
• Inappropriate language, behaviour or clothing may be cause for removal from the work site.
• All work must be completed in a manner that does not create a risk to employees or the public.
Contractors are responsible for ensuring that their workers have the necessary training to complete any tasks as
indicated by the contract between The Town of Tillsonburg and the contracted party.
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13th, 2018
Page 27 of 35
Agreement
The undersigned agrees that all employees of their firm that may perform work for the Town of Tillsonburg have
reviewed the rules above, and agreed to comply.
The undersigned further agrees that all documentation requested on the Contractor Documentation Checklist
has been provided and is current and complete.
NOTE: Future contracts will be based on strict adherence to this policy. The Town contact will re-instruct
contractors when and if unsafe or inappropriate acts are noticed and the Town reserves the right to remove any
contractor or subcontractor from the premises at any time and / or terminate contracts without notice for any
violation of this policy.
The Town of Tillsonburg will not be responsible for any additional costs incurred due to a contractor’s failure to
comply with a signed agreement.
_______________________________________________ _________________
Signature of Contractor Representative / Title Date
Please list below, the names of all personnel that may be on-site during this work
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13, 2018
Page 28 of 35
Appendix 5: Job Hazard Analysis
Town of Tillsonburg Contractor Management Program
Revision: 1 Revised Date: July 13, 2018
Page 29 of 35
Appendix 6: Safe Work Planning Form
Scope of Work:
Location of Work:
Work Start Date / Time: Anticipated End Date:
Primary Contact Name: Primary Contact Phone:
Alternate Contact Name: Alternate Contact Phone:
Identified Constructor for Project:
Notice of Project (Form 0175) Required? Yes _____ No _____
Submitted on:
Third Party Representatives in Attendance
Company: Name:
Phone:
Company: Name:
Phone:
Company: Name:
Phone:
Company: Name:
Phone:
The undersigned acknowledges having received, understands and accepts all information contained in this
Safe Work Planning Form and agrees to abide by its conditions. (additional page of sign offs can be added
if required)
Name (Please Print) Signature
Town of Tillsonburg Contractor Management Program
Revision: 1 (for Senior Management Review) Revised Date: Dec 14, 2017
Page 30 of 35
Part 1 – Items to be Reviewed for Scope of Work
Personal Protective Equipment Required (check applicable)
Hard Hat Hand Protection
Safety Boots Fall protection
Safety Glasses with Permanent Side
Shields Chemical Goggles
Long Sleeves and Pants Respirator Protection
Hearing Protection Other: Specify
Procedures / Methods / Standards
Relevant Emergency Procedures to be in place
Rescue from height Not applicable
Fire Not applicable
Evacuation Not applicable
Confined space rescue Not applicable
Medical emergency Not applicable
Other: Specify Not applicable
Lockout / Tagout Not applicable
Sufficient locks / tags are available
Trained personnel performing lockout
All relevant energy sources have been identified
Utility Shut Downs Required Not applicable
Sprinklers / Fire Suppression
Natural Gas Location to be shut down: _______________________________
Hydro
Water From (Date/Time): ____________ To(Date/Time): ____________
Confined Space Entry Not applicable
CSE Plan #:
Issued
Rescue procedure in place
Hot Work Permit Not Applicable
As Required (Determined on day work begins)
Reviewed
Issued
Traffic Safety Plan Not Applicable
Developed and documented
Reviewed
Proximity to Asbestos Not Applicable
Location reviewed on map
Management Plan required for abatement
Town of Tillsonburg Contractor Management Program
Revision: 1 (for Senior Management Review) Revised Date: Dec 14, 2017
Page 31 of 35
Additional Notes:
Hazardous Materials or Agents
Please list all hazardous substances / controlled products that will be brought onto the work site. Current
material safety data sheets must be available on the site for any controlled products in use. (Attach a
separate list if needed).
MSDS / SDS should be available at all times and provided to Town staff upon request.
Part 2 - Environmental Requirements
Specific Instructions N/A
Process
Reviewed and
Approved
Incidents
Report any spills or other potential environmental incidents to the project contact
and the appropriate authorities (MOE, Spills Action Centre) immediately.
Third party firms are responsible for developing and maintaining procedures to
prevent / respond to spills and for instructing their employees in those procedures.
Please ensure spill kits are available as appropriate and that all materials are
disposed of in an appropriate manner following spill cleanup.
Chemical Storage
All chemicals are to be stored in a manner that will prevent spills and leaks.
Cylinders not in use should be secured, capped and protected from damage.
Storage and Disposal of Waste
Restore job site to its original condition.
Inform the contact of any hazardous or liquid waste that must be disposed of.
Segregate any waste generated and identify it as either subject waste (hazardous
or liquid waste) or non-hazardous waste.
Unless otherwise specified in the agreement, all waste generated by the third
party must be removed by the third party. They must arrange for appropriate
pickups and disposal by an authorized carrier. No subject waste may be stored for
more than 90 days.
Waste materials shall be properly and securely stored and clearly labelled.
Disposal of any chemical or contaminated water into any sanitary or storm sewer is
strictly PROHIBITED.
Town of Tillsonburg Contractor Management Program
Revision: 1 (for Senior Management Review) Revised Date: Dec 14, 2017
Page 32 of 35
Construction or demolition waste must be cleaned up and removed as required.
Recycle construction waste where possible.
Recycling
Dispose of paper, corrugated cardboard, newsprint, glass, steel cans, aluminum
cans and plastics in appropriately labelled containers.
Do not use Town recycling / garbage bins – containers are to be provided by the
contractor(s).
Part 3 – General Requirements
Incidents / Accidents
Any incident that results in medical attention or lost time being required by any
party working on the site must be reported to the project contact.
Investigations must be completed and any required corrective actions
implemented following an incident.
The Town reserves the right to review investigation reports and corrective actions
upon request
Ontario Ministry of Labour
Any incident that has been or must be reported to the Ontario Ministry of Labour
is to be reported to the project contact IMMEDIATELY.
Any visit from the Ministry of Labour to the site is to be reported to the project
contact as quickly as possible.
The Town reserves the right to review any resulting orders or visit reports received
from the Ministry upon request
Weekly Inspections
If work will continue for longer than one week, a weekly site inspection must be
completed by the site supervisor
Reports must be kept on file for each inspection
Project contact reserves the right to review any inspection report upon request
Part 4 – Additional Notes:
Town of Tillsonburg Contractor Management Program
Revision: 1 (for Senior Management Review) Revised Date: Dec 14, 2017
Page 33 of 35
Appendix 7: Constructor Responsibilities Checklist
This checklist is designed to assist the industrial firm to identify and implement appropriate documentation
and controls on a typical construction project. It is not complete for every potential project. Please see
Regulation 213/91 for further requirements.
Item Requirement Yes/No/
NA
Registration forms completed
and/or received
Form 1000 Registration of Constructors and
Employers in Engaged in Construction completed
and kept on site for constructor and all contractors
involved.
Notice of Project form completed
and filed with nearest Ministry of
Labour office
The project meets one of the following criteria:
(a) the total cost of labour and materials for the
project is expected to exceed $50,000;
(b) the work is the erection or structural alteration
of a building more than two storeys or more than
7.5 metres high;
(c) the work is the demolition of a building at least
four metres high with a floor area of at least thirty
square metres;
(d) the work is the erection, structural alteration or
structural repair of a bridge, an earth-retaining
structure or a water- retaining structure more than
three metres high or of a silo, chimney or a similar
structure more than 7.5 metres high;
(e) work in compressed air is to be done at the
project;
(f) a tunnel, caisson, cofferdam or well into which
a person may enter is to be constructed at the
project;
(g) a trench into which a person may enter is to be
excavated at the project and the trench is more
than 300 metres long or more than 1.2 metres
deep and over thirty metres long; or
(h) a part of the permanent or temporary work is
required by this Regulation to be designed by a
professional engineer.
Constructor must designate a site
supervisor
When 5 or more workers will work at the same
time on the project, regardless of employer (Reg
213, S 14(1))
Contractor must appoint a site
supervisor for their employees
A contractor on the site has 5 or more workers on
the site (Reg 213, S 15(1))
Site inspections are required Site supervisor must complete inspections at least
weekly or more often if necessary
Town of Tillsonburg Contractor Management Program
Revision: 1 (for Senior Management Review) Revised Date: Dec 14, 2017
Page 34 of 35
Item Requirement Yes/No/
NA
Joint Health and Safety is
required
There are 20 or more workers on the project and it
will last longer than 3 months. Meetings,
inspections and recommendations as per
Occupational Health and Safety Act (OHSA)
Health and Safety Representative
who represents workers is
required
There are 6 or more workers on the Project, as per
the OHSA
Trades committee is required There are 50 or more workers on the project, as
per the OHSA
First Aid trained employees and
equipment is required
As per Regulation 1101, under WSIA for content of
first aid kits and first aid training standards
Injury reporting procedure is in
place
As per WSIA and Regulation 1101, process is
established for reporting all injuries, as well as
claims management process for injuries reportable
to the WSIB
Emergency procedures are
developed and posted
Identify all potential emergencies and ensure all
workers are aware of appropriate procedures.
Include reporting procedures for emergency
situations as well.
Qualifications have been
confirmed as required
Equipment operators have proof of competency,
trades certificates as applicable have been
obtained, Working at Heights training completed
as per Regulation 297/13
Site hazards have been
communicated to all involved
parties
Include all real or potential hazards, including but
not limited to moving equipment or vehicles,
potential chemical exposures and the presence of
designated substances
Personal protective equipment
needs have been identified and
communicated
Hard hats and safety boots are mandatory on the
project, other needs may include, but not be
limited to, fall protection or fall arrest equipment,
safety glasses, hearing protection, reflective vests,
respiratory protection
Project area has been identified
and access controlled
Fencing, barricades or other methods of identifying
and controlling access to construction area have
been installed
Signage is posted All hazard areas are identified by appropriate
signage
Chemical storage Appropriate storage is available for all chemicals or
gases to be used. MSDS/SDS are available on-site.
Traffic control Traffic control has been implemented if applicable
Confined spaces Assessments, entry and rescue procedures have
been developed. If applicable, coordination
documentation is submitted.
Town of Tillsonburg Contractor Management Program
Revision: 1 (for Senior Management Review) Revised Date: Dec 14, 2017
Page 35 of 35
Item Requirement Yes/No/
NA
Scaffolding All scaffolding has been designed, engineered and
installed by appropriate, qualified personnel
Trenching Completed with appropriate shoring or trench
boxes as required. Completed by qualified
personnel
Noise Ensure that no worker is exposed to a sound level
greater than an equivalent sound exposure level of
85 dBa. Hierarchy of controls must be followed to
control exposure, as per Regulation 381/15
Other Any other unique site hazard has been identified
and appropriate controls have been implemented
and communicated
Prepared by: ____________________
Signature: _______________________
Date: __________________________