Contractor Safety and Due Diligence Policy

To ensure that while performing work on Seneca property, Contractors, sub-Contractors and their employees perform work in a manner that protects the health and safety of students, staff, visitors, themselves and their workers. This work will at minimum, adhere to the requirements of all relevant Acts, Regulations, Seneca policies and procedures.

This document is not intended to replace the safety training and supervision required to ensure the safe performance of work. Each Contractor or sub-Contractor is responsible for ensuring their staff receives the necessary training and supervision to effectively address any hazards related to the work performed.

This policy applies to all Contractors, sub-Contractors and their employees that are performing work on Seneca property. 

For the purpose of this document the Contractor is an individual who has agreed to perform work on Seneca property and includes any of their employees, and any sub-Contractor and their employees.

For the purpose of this document a project is any repair, alteration or modification performed to the building envelope, building service, or building fabric.

1. Seneca’s Health and Safety Office is responsible for the health and safety of Seneca staff, students and visitors.
2. The Contractor Safety and Due Diligence Policy and Procedures require the participation of the Purchasing Resources Department, Facilities Management and the Health and Safety Office.
3. The Purchasing Resources Department will ensure that a copy of the Contractor Safety and Due Diligence Policy and Procedures is provided to all contractors, upon the award of a contract. In addition, the Finance Department will ensure the successful contractor has provided Seneca with copies of appropriate insurance and WSIA coverage.
4. The Facilities Management Department will conduct a pre-start project meeting with all contractors, prior to the commencement of the project to ensure the safety of work performed. Further, the Facilities Management Department will monitor the project to ensure all aspects of the Contractor Safety and Due Diligence Policy and Procedures are adhered to.
5. The Facilities Management Department will advise Seneca’s Health and Safety Office of any aspect of the project that impacts, or has the potential to impact the health or safety of building occupants.
6. Should a project involve a designated substance as defined under the terms of The Occupational Health and Safety Act of Ontario or require a Pre-Start Review, the Manager of Health and Safety will be included in the pre-start project meeting.
7. Should a contractor contravene any aspect of the Contractor Safety and Due Diligence Policy and Procedures, Seneca’s parties will ensure that Facilities Management, Seneca Health and Safety and the Finance Department are notified.

1. An agreement or contract to perform any work for Seneca constitutes an acceptance of the requirements contained in this document. It is further understood this document does not replace construction safety laws, regulations, codes and standards, or any other legislation governing the project, nor should they be construed as an assumption of responsibility by Seneca. Seneca assumes no responsibility for any legal action arising from the Contractor's failure to adhere to safe work practices.
2. It is expected that Contractors, sub-Contractors, their supervisors and employees will maintain a positive attitude towards safe work and safety procedures. Accordingly, each Contractor or sub-Contractor will be familiar with all legislation related to the work performed and will be responsible for ensuring full compliance.
3. Failure to comply with relevant health and safety legislation or Seneca policies and procedure may result in termination of contract.

1. All Division/Department Deans/Directors will ensure that all projects as defined in this document comply with the Facilities Management (facility renovations, changes, modifications, repairs) policy.
2. Seneca’s Purchasing Resources Department will ensure a copy of this document is provided to the Contractor, upon the award of the contract. Seneca’s Purchasing Resources Department will also ensure that the successful Contractor has provided Seneca with copies of appropriate insurance and WSIA (Workplace Safety and Insurance Act) coverage, in accordance with Seneca’s policies.

1. It is required that Contractors meet with the Manager, Facilities Management (or designate) to discuss any safety issues that may be encountered during the course of the project. This meeting will take place prior to any work being performed. The Manager, Health and Safety will be advised by the Manager, Facilities Management (or designate) of any project that impacts occupational health and safety.
2. Should a project involve any designated substance as defined under the Occupational Health and Safety Act or require a Pre-Start Review, the Manager, Health and Safety will be included in the Pre-Start meeting.

1. All Contractors accept the responsibility and liability for ensuring that every reasonable measure and precaution is taken in the circumstance for the protection of all workers, staff, students and visitors of Seneca under the circumstances.
2. Seneca requires that all Contractors, sub-Contractors and their employees and agents adhere to all relevant legislation, in addition to Seneca's safety policies and procedures. The Contractor will be responsible for, and assumes all responsibility and liability for the safety of their workers and agents, including sub-Contractors. Where there is a disagreement as to the meaning of the legislated requirement or practice, Seneca’s interpretation shall apply.
3. The safety of the site will be maintained and controlled through the Contractor's control of workers, methods, techniques, in addition to the sequence and schedule of work.
4. It is the responsibility of the Contractor to ensure that their employees have received instruction and training in the relevant health and safety legislation, in addition to Seneca’s safety regulations and practices prior to work commencement.
5. The Contractor shall ensure that the design details of critical elements such as temporary construction, for work, scaffolding and the use of lifting equipment and its support shall be approved by a professional engineer as required by the appropriate code.
6. The Contractor shall ensure that all sub-Contractors they hired comply with the terms of this document and all Seneca policies, including the requirements for liability insurance, workplace safety and insurance coverage and all requirements under the Occupational Health and Safety Act and related regulations.

1. The Contractor must provide a work schedule and advise the Manager, Facilities Management (or designate) one week before the proposed work commences.
2. All mechanical and electrical rooms are locked. Access to locked areas must be arranged in advance with Facilities Management Department. When approved, pre-arranged, off-hours access to mechanical and electrical service rooms is made by contacting Security. For projects of a longer duration, keys may be made available at the discretion of the Manager, Facilities Management (or designate), in consultation with the Security Manager.
3. All parking regulations are to be observed and are specific to the site. All emergency routes, handicapped parking and other posted No Parking areas must be respected. Any vehicle illegally parked, will be issued a ticket and possibly towed at the owner's expense.
4. There is no storage space available for Contractors. The Contractor must co-ordinate activities and arrange for the delivery of materials, as required.
5. Smoking is not permitted within any Seneca building or within nine (9) metres of any entrance/exit. Smoking is permitted at designated outdoor areas only.
6. Good work practices shall be followed to ensure that:
   • dirt and debris are not tracked through the building
   • all doors regularly kept locked, will remain secured
   • all extension cords and other tools or equipment do not create a tripping hazard
   • if required, impermeable barriers will be provided and erected by the Contractor to protect Seneca personnel and students from dirt and debris. In addition, the Contractor shall discuss with the Manager, Facilities Management (or designate) whether the blockage of exhaust vents should be performed
   • work areas are to be maintained in a reasonably clean and tidy condition and in accordance with the Occupational Health and Safety and Act and regulations
   • unless otherwise agreed, Contractors are responsible for the removal of their own refuse
   • special precautions are to be taken before the drilling of walks, ceiling or floors to ensure conduits, cables, water lines, gas lines or any mechanical service are not pierced and that there will be no damage on the opposite side of the surface
   • if the Contractor damages any Seneca equipment or service in the course of their work, no repair will take place without approval of the Manager, Facilities Management (or designate). All associated costs are the sole responsibility of the Contractor.

1. Workplace Hazardous Materials Information System (WHMIS) - the Contractor shall ensure that all their employees comply with all aspects of WHMIS.
2. Labelling - all WHMIS controlled products shall have the appropriate label (supplier or workplace) affixed at all times, as per the regulation. The Contractor shall ensure labels remain legible.
3. Materials Safety Data Sheets (MSDS) - the Contractor shall ensure an unexpired copy of an MSDS for each controlled product is available to their workers. An additional copy of an MSDS for each controlled product will be provided to Seneca’s Health and Safety Office, prior to the commencement of work.
4. Worker Training - the Contractor shall ensure their employees have received the required worker training as per the requirements of the regulation.

1. Chemical storage - all hazardous materials will be stored and dispensed in an area suitable for that purpose, in compliance with regulations. This includes a well-ventilated area, away from possible sources of ignition.
2. Safety containers - approved safety containers will be used for the storage and transportation of flammable materials in accordance with regulations.
3. Hazardous waste - the Contractor shall ensure all waste is disposed of, in accordance with all municipal, provincial or federal regulations. Under no circumstances are Contractors to allow any contaminant to be added, emitted or discharged into the natural environment.
4. Compressed gas cylinders - the Contractor shall ensure all compressed gas cylinders are stored in an upright position, secured to a stable support and protected from falling objects in compliance with applicable regulations.
5. Designated substances - should the use of a designated substance, as defined under the terms of the Occupational Health and Safety Act be necessary, the Contractor shall discuss such use, in advance, with the Manager, Facilities Management (or designate) and the Manager of Health and Safety. Such discussion will include possible alternatives. If this is not viable, safe work strategies will be agreed upon, prior to the commencement of work. Any such work will strictly comply with the requirements of the respective regulation.
6. Asbestos (unexpected discovery) - while every attempt will be made by Seneca to identify asbestos that may be encountered in the course of the project, the Contractor shall ensure that should this occur, the Manager, Facilities Management (or designate) and the Manager of Health and Safety are notified, immediately.
7. Asbestos training - if advised of the presence of Asbestos by the Manager, Facilities Management (or designate) or the Manager of Health and Safety, the Contractor shall ensure all their workers, including the workers of any sub-Contractors have received the appropriate Asbestos training, in compliance with the Asbestos regulation.

1. Personal protective equipment - Contractors will ensure their employees are equipped with, trained in the use of, and shall wear the required safety equipment necessary to complete the work in a safe manner. This includes:
   • safety goggles
   • gloves
   • hearing protection
   • respirators with appropriate filters
   • safety harnesses
   • fall restraint devices
   • safety boots and
   • hard hats.
2. Tools and equipment - Contractors will ensure that tools are maintained in safe working order and are provided and maintained with working guards and safety devices as required by regulation. All electrical equipment will be properly grounded or double insulated.
3. Electrical lock-out policy and procedures - while working on machinery or power sources, Contractors will ensure their employees adhere to Seneca's Electrical Lock-out Policy and Procedures.
4. Hot work (includes welding, grinding and cutting) - work involving high heat, naked flame, welding or soldering must be discussed with the Manager, Facilities Management (or designate), prior to work commencing. The Facilities Management Department will issue a Hot Work Permit (See Appendix B). Approved work will be performed, taking the necessary precautions to protect others from welding arc or flash.
5. The Contractor and Manager, Facilities Management (or designate) will discuss the necessity of bypassing one or more fire zones of the fire alarm system during hot work. If this is necessary, the Contractor will maintain a fire watch within the immediate proximity of the performed working, during and after completion. The fire watch will conform to the requirements of the Ontario Fire Code. Once the work has been completed and the fire watch is over, the Contractor will inform the Facilities Management Department. The Facilities Management Office will arrange for the fire alarm system to be returned to normal operations.
   
   The Contractor will ensure the required safety equipment is present during the performed hot work, including but not limited to flame-proof curtains, an appropriate number of portable fire extinguishers, smoke-eaters or similar device, to limit welding fumes. The Contractor shall ensure their employees wear the required personal protective equipment while performing hot work.

1. The Contractor shall ensure that first aid stations are in place in accordance with the Occupational Health and Safety Act and First Aid Regulation in the event of illness or injury.
2. In the event a Contractor's employee sustains any injury, the injury shall be reported as per relevant legislation. In addition, the incident shall be reported to the Manager of Health and Safety, using Seneca's Personal Injury/Accident Form (See Appendix C).
3. In the event of a critical injury, as defined by the Occupational Health and Safety Act, the Contractor shall follow all procedures in accordance with the Act. The Contractor shall immediately contact Seneca's Health and Safety Office, via the Security Office. Under no circumstances shall the scene of a critical injury be altered, except to:
   • save life or relieve human suffering
   • maintain an essential public utility service
   • prevent unnecessary damage to equipment or other property.

1. The Contractor shall ensure that their employees adhere to good fire safety procedures by following the requirements of the Ontario Fire Code and complying with Seneca’s policies and procedures. This includes evacuation during any fire alarm.

1. Any questions regarding this document should be directed to the Manager, Facilities Management (or designate), or the Manager of Health and Safety.

• Appendix A: Contractor Safety and Due Diligence
• Appendix B: Hot Work Permit
• Appendix C: Personal Injury/Accident Report

• Occupational Health and Safety Policy
  

• Occupational Health and Safety Act, R.S.O. 1990, c. O.1
• Building Code Act, 1992, S.O. 1992, c. 23
• O. Reg. 213/07: FIRE CODE
• Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A

Seneca is committed to ensure the health and safety of all students, staff, faculty and visitors in all Seneca facilities, at all Seneca functions and in all Seneca sponsored programs.

It is the policy of Seneca, that in the circumstances, every reasonable precaution be taken to ensure that all activities are conducted in a safe manner, and to ensure that all Seneca personnel are aware of the established safety procedures.

Seneca supervisory personnel are to be aware of the health and safety needs of all persons in their area of responsibility, and are to implement or recommend any required preventative measures or program changes for the safety of all activities or personnel under their supervision.

All Seneca employees and its safety policies will comply with the regulations/procedures as set out in the Occupational Health and Safety Act, the Ontario Fire Code and all other applicable Federal, Provincial and Municipal Acts and Regulations, which apply to this institution.

Seneca's Health and Safety Office is responsible for the health and safety of Seneca staff, students and visitors. Accordingly, the Health and Safety Department will monitor the operations of Seneca departments and advise Administrators of any contraventions of health and safety regulations.

All Administrators will ensure that their area(s) of responsibility function in compliance with the Occupational Health and Safety Act of Ontario and all other applicable Federal, Provincial and Municipal Acts and Regulations.

All Administrators are responsible for ensuring staff in their area(s) of responsibility receive any required health and safety training.