Contractor Management

Prequalification

CQ Network

Contractors are selected based on their HSE management abilities and other key necessities that are in coordination with CQ Network (CQN) requirements.

The U of A has established a health and safety pre-qualification process through the CQN system for contractors performing work that relates to construction, maintenance or demolition, which is considered an elevated safety risk. Contractors must complete a health and safety questionnaire, submit applicable documentation and then be approved through evaluations. The U of A has specific requirements in addition to the standard CQN evaluation. While the CQN system may approve a contractor, a contractor may have different approval status with the U of A.

There are three possible status outcomes of the evaluation process:

1. Approved: An approved status is the recommended status for contract work at the U of A. To achieve an approved status, a contractor must:
   • complete a CQ Network online evaluation.
   • provide all required documentation on an annual basis.
   • maintain lagging indicators below predetermined safety risk thresholds, as set by the U of A.
2. Provisional: A provisional status may be recommended if a contractor has elevated lagging indicators when compared to the U of A's predetermined safety risk thresholds. To achieve provisional status, contractors must:
   • complete a CQ Network online evaluation.
   • provide all required documentation on an annual basis.
   • abide by additional risk mitigation measures as determined by the U of A.
3. Not Approved: Contractors who have received a "not approved" status are not recommended for work at the U of A. Use of a contractor that is not approved for work at the U of A is by exception only and will require additional risk mitigation measures and sign off by senior leadership.

Pre-Mobilization

Job Mobilization 

• Ensures appropriate implementation and communication to relevant parties and that work is conducted according to contract specifications. 

Start-Up Meeting

• Held with the U of A Contract Manager/U of A Representative and the contractor prior to starting work.
• Topics may include but are not limited to hazard identification, site safety plans, orientations, emergency response and other operational matters.

Orientations 

All contractors must participate in a general and site orientation prior to starting work with U of A.

• General contractor orientation: Delivered by the HSE Contractor Safety Advisor. Orientations are valid for a 12-month period. 
• Site orientation: Delivered by the U of A Contract Manager/U of A Representative.

Pre-Access + Job Tasks

HSE requirements related to pre-access/job tasks will be communicated and understood by all parties prior to starting work. This will be completed formally in writing prior to or during the start-up meeting.

Site-Specific Safety Plan 

• Prime Contractors must develop and submit a site-specific safety plan for any scope of work that is deemed an elevated safety risk.
• The plan must identify and address the hazards, equipment, control measures, procedures and processes that will be used on the project.
• The plan must be submitted to the U of A Representative prior to the start of each project.
• The plan is a live document and must be updated as conditions or the scope of work changes. All updates must be communicated to the U of A Representative.

Monitoring + Execution

Performance Monitoring

The U of A Contract Manager/U of A Representative or designate is responsible to monitor the HSE aspects of the contractor’s work. Performance will be assessed against the HSE requirements and plan. Deviations, positive or negative, will be annotated for reference in the close-out report and summary. 

Non-compliance 

Contracts will include a provision requiring contractors to conform to HSE requirements while performing their obligations. Non-compliance will result in corrective actions appropriate to the nature and seriousness of the issue, as determined by the U of A, which may include previous violations by the contractor or subcontractor and extenuating circumstances.

Regulatory Matters + Reportable Incidents

Contractors will notify the U of A Contract Manager/Representative in the event of a regulatory visit resulting in orders or a regulatory reportable incident. The contractor will act expeditiously to correct any regulatory matter and will provide a written report to the U of A Contract Manager/Representative in a timely manner.

Final Evaluation + Close-out Report

Contracts will be closed out with a report of HSE performance and lessons learned, which will provide feedback for future knowledge and improvements. This may also take the form of a close-out meeting where all parties are represented.

The contractor's overall performance and HSE record may be taken into account when being considered for future work. Based on the overall performance, the rating of the capability assessment may be raised or lowered, and if necessary a list of remedial actions provided to the contractor. Any actions should be resolved before being allowed to tender for future work.

• Contractor Safety Manual
• Contractor Management Assignment of Accountability  
• Contractor Management Procedure
• Contractor Management webinar