Programmed Subcontractor Handbook

AUGUST 2018

© Programmed Maintenance Services Pty Ltd

This document contains information which is the intellectual property of Programmed

Maintenance Services and as such should be treated as “commercial-in-confidence”.

This document is and shall remain the property of Programmed Maintenance Services Pty Ltd.
No part of this document may be used by, or distributed to, any third party.
 Revision History

Issue No. Approved By Date

5 Ed Boucaut 21/08/2014

6 Carol Penfold 21/08/2014

7 Carol Penfold 18/09/2015

8 Olga Lebedeva 03/05/2016

9 Olga Ell 16/09/2016

10 Rawan Qasem 09/01/2018

11 Craig McNamara 16/08/2018

12 Craig McNamara 21/09/2018

MAN-PMS-J02-001-11 Subcontractor Handbook Australia Issue 10 Date: 09/01/2018 |

© This document is the property of Programmed Maintenance Services (PMS).

Contents
1. INTRODUCTION ......................................................................................................... 4

2. DEFINITIONS.............................................................................................................. 4

3. OBJECTIVE ................................................................................................................ 4

4. CHILD SENSITIVE SITES........................................................................................... 4

5. WORK QUALITY ........................................................................................................ 5

6. INCIDENTS AND INJURIES ....................................................................................... 5

7. HEALTH, SAFETY & ENVIRONMENT PROVISIONS................................................. 5

8. PROGRAMMED POLICIES ...................................................................................... 11

APPENDIX 1. ITEMS FOR BUSINESS PRINCIPAL ............................................................ 12

1. SUBCONTRACTOR RESPONSIBILITIES ................................................................ 12

2. SUBCONTRACTOR INSURANCE REQUIREMENTS .............................................. 12

3. SUBCONTRACTOR CLASSIFICATION ................................................................... 13

4. SUBCONTRACTING ................................................................................................ 13

5. INDUCTION .............................................................................................................. 13

6. POLICE CHECK ....................................................................................................... 13

7. WORK QUALITY ...................................................................................................... 14

8. INCIDENTS ............................................................................................................... 14

9. HEALTH SURVEILLANCE........................................................................................ 14

MAN-PMS-J02-001-11 Subcontractor Handbook Australia Issue 10 Date: 09/01/2018 |

© This document is the property of Programmed Maintenance Services (PMS).


1. Introduction
Programmed is a leading provider of staffing, maintenance & facilities
management services in Australia & New Zealand. Our uncompromising
commitment to health & safety, creating value and sustainability means
that we are regularly chosen by many of the largest and most prestigious
organisations as their facilities & asset management partner.
Programmed utilises Subcontractors to assist in providing services and
expects the same uncompromising commitment to health safety and
environment from its Subcontractors as it does from its own employees.
This handbook has been designed to outline the minimum standards of,
Health, Safety & Environment (HSE) for Subcontractors and their workers
This handbook has been designed specifically for:
 Subcontractors, their Workers, employees, agents and Third
Party Subcontractors
 Programmed operational employees who manage or supervise
the provision of the Services.
It is expected that Subcontractors are:
 Familiar with health, safety and environmental laws and
legislative requirements
 Accept responsibility for providing a safe workplace for their
Workers, employees, agent and Third Party Subcontractors,
Programmed and Programmed Customers.
2. Definitions
Australia / New Zealand Standards means specifications, procedures
and guidelines that aim to ensure products, services, and systems are
safe, consistent, and reliable.
Child Sensitive Site(s) means a site such as a kindergarten, pre-school,
school, youth centre or child care centre;
Clearance Certificate and / or Permit means a certificate issued by the
Programmed Representative or Customer authorising the Subcontractor
to commence the Services or Works;
Programmed means all entities of Programmed including Programmed
Electrical Technologies, Programmed Facility Management, Programmed
Property Services, Programmed Industrial Maintenance, Programmed
Turnpoint and Programmed Building Projects;
Programmed Customer means the company to whom Programmed is
contracted under a Head Agreement;
Programmed Customer Representative means the nominated
representative of the Programmed Customer;
Programmed Representative means the nominated representative of
Programmed who has the authority to provide directions to the
Subcontractor;
Police Checks means National Criminal History Checks or Ministry of
Justice check
Services means the service to be provided by the Subcontractor as
agreed between the Subcontractor and Programmed;
Site means any location where it is requested that the Subcontractor
provides Services or Works;
Subcontractor includes Contractors, Consultant, Supplier, and Vendor –
means the person or persons, company business, or other entity including
their personal representatives, who provide a service or who perform
work for Programmed or a Programmed Customer.
Subcontractor Representative means the nominated representative of
the Subcontractor who has the authority to accept directions from the
Programmed Representative and to act on these directions;
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Third Party Subcontractor means a company appointed by the
Subcontractor to provide all or part of the Services or Works and who has
been approved by Programmed to provide all or part of the Services or
Works;
Worker means a Subcontractor or Third Party Subcontractor including
sole traders, employee of a Subcontractor or Third Party Subcontractor,
agent of Subcontractor or Third Party Subcontractor, labour hire
employee, apprentice or trainee completing the Services or Works;
Works means any task to be completed by the Subcontractor as agreed
between the Subcontractor and Programmed.
3. Objective
The objective of this Handbook is to ensure that Subcontractors
understand the minimum Programmed requirements of safety, health and
environment on any job or site which is operated by Programmed. This
document will apply to Subcontractors, their Workers, employees, agents
or sub-contractors, Programmed and Programmed Customers.
The following summary of safety, health and environment provisions will
apply as a minimum for any Services or Works undertaken for
Programmed.
The Subcontractor shall ensure the requirements outlined in this
Handbook are communicated to its Workers, employees, agents or sub-
contractors.
The Subcontractor shall indicate acceptance of these conditions and give
a commitment to meeting and maintaining these provisions before work
can commence, by completing the ‘Acceptance of Subcontractors
Safety and Insurance Workplace Requirements’ in the Subcontractor
application
The Subcontractor must be prepared to uphold their duty of care as an
employer and service provider as prescribed under relevant legislation.
4. Child Sensitive Sites
Any Subcontractor required to work on a Child Sensitive Site must have,
prior to attending any Child Sensitive Site and, in addition to the Police
Check, a valid Working with Children Check (Australia only) which is to be
obtained at the Subcontractor’s cost.
All Subcontractors entering a Child Sensitive Site must:
 Report on arrival to the Programmed Representative or an
authorised site representative
 Wear or carry identification
 Sign the Site Log or Visitor Book
 Arrange with the Programmed Representative for a suitable
location for meal and tea breaks
 Arrange with the Programmed Representative for access to
suitable amenities and must not use the children’s amenities
 Not touch any child or interact in conversations or games
with children
 Not give anything to any child
 Not be alone with a child. If a child speaks to the Subcontractor
when alone, the Subcontractor must report the conversation to
the Programmed Representative
 Report to the Programmed Representative any inappropriate
children’s behaviour e.g. swearing, smoking, racial comments
 Not smoke on site or within the site boundary
 Not swear or make inappropriate comments
 Not use radios on site
 Not bring any animals onto the site
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  Check parking arrangement with the Programmed Representative
and exercise extreme care and comply with the sites traffic
management policy or procedures
 Treat all persons appropriately; report any problems through a
Programmed Representative.
In the event a child alleges inappropriate behaviour, the authorised
representative must notify the relevant Community Services or State
Education Department.
5. Work Quality
SUBCONTRACTOR’S WARRANTIES
The Subcontractor will ensure that they shall:
 Exercise due skill, care and diligence in the execution of the
Services or Works
 Ensure that the completed Services or Works shall be fit for their
intended purpose and comply with the requirements of the
Subcontract or Purchase Order
 Use new materials and appropriately skilled Workers to complete
the Services or Works
 Proceed with the Services or Works in accordance with the
agreed timeframes.
6. Incidents and Injuries
The Subcontractor or any Third Party Subcontractor must immediately
report to the Programmed supervisory personnel (supervisors / team
leaders) any loss, accident, injury, near miss or dangerous occurrence
arising from the performance of the required Services or Works and
attend to any legal requirements in respect of such loss, accident or injury.
The subcontractor and/or their Workers involved in the incident are to co-
operate with any investigation conducted by Programmed, the Customer
or Regulatory Authority
7. Health, Safety & Environment
Provisions
RISK ASSESSMENT
Prior to doing any work on any Site, the Subcontractor, specifically the
Worker performing the task, shall assess the risks that could arise from
Subcontractor operations, and prepare a documented risk assessment,
taking into consideration the potential impact from any work that may be
performed at the same time by other Subcontractors, and the work
environment.
This risk assessment must be completed by the Worker performing the
task, completed prior to the commencement of the task and made
available for the Programmed or Customer representative upon request.
Where required, the Subcontractor will use the forms provided by the
Customer.
SAFE WORK METHOD STATEMENTS / JOB SAFETY &
ENVIRONMENTAL ANALYSIS / TAKE 5
Subcontractors will prepare and supply Programmed with a Safe Work
Method Statement or Job Safety & Environmental Analysis (JSEA)
suitable for the Services or Works to be performed prior to the
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commencement of any Services or Work. If approved by the Programmed
Representative, a Take 5 may be used for routine, non-complex tasks.
Otherwise the Services or Work is to be completed as per Programmed
sites generic Programmed Work Practices (PWP)/Work Method
Statements or JSEA’s the conditions of which must be considered
minimum standards and shall be added to by the Subcontractor as the job
requires. If supplied these PWP/Work Method Statements will be obtained
from the Programmed Intranet by Programmed supervisory staff and will
need to be jointly reviewed, modified to suit the particular job by the
Subcontractor.
Where required by the relevant legislation, the Subcontractor must
provide a high risk Safe Work Method Statement to the Programmed
Representative.
The Subcontractor and their workers shall participate in pre - task talks
where all workers including subcontractors gain an understanding of the
HSE risks and controls to be implemented during an activity
All risk management/control documentation must be available onsite for
Workers, Programmed and the Customer to access
LOCATION OF SERVICES
The Subcontractor is responsible for determining the location of essential
services (phone lines, electrical cables, and gas / water / sewage
pipelines) prior to excavating (including the driving of stakes into the
ground) by:
 contacting the Programmed Representative or Programmed
Customer Representative as required
 always utilise services such as 'Dial Before You Dig'
 contacting the relevant utility company
 Where required obtain a permit that may include working to
specific requirements i.e. cultural or heritage.
The Subcontractor is responsible for the cost of repair to any services that
are damaged through failure to determine the location of Services.
TRAFFIC MANAGEMENT
Subcontractors will ensure that all traffic management requirements,
including the supply and maintenance of controls for the duration of works
i.e. vehicle barriers, lighting and signage, are documented and applied by
qualified and experienced persons.
ASBESTOS
Subcontractors will notify Programmed Representative immediately
should there be any possible exposure to asbestos materials.
Risk assessments are required to consider any possibility of exposure to
asbestos materials prior to the commencement of work. Any work
involving asbestos material such as surface preparation, modification or
removal must have the appropriate Work Method Statement, JSA’s,
Permits and Asbestos Removal Plan in place, and must be on site for such
work.
All contractors engaged are to have appropriate licenses, qualifications
and experience where required by legislation, standards and codes of
practice.
Where required, air monitoring will be conducted with results being made
available to the Programmed Representative.
Subcontractor is to provide the Programmed Representative with copies
of any asbestos disposal certificates.
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TRAINING
The Subcontractor shall ensure all its employees are adequately trained
and hold required licences and/or Certificates of Competence to perform
all tasks allocated to them.
The Subcontractor shall ensure all employees have successfully
completed the induction training specified by the Programmed
Representative prior to commencing work on site.
The Subcontractor shall ensure that its employees are suitably trained
and proficient in all processes undertaken by the Subcontractor.
The Subcontractor shall maintain records of training. Such records shall
be made available to Programmed representatives for compliance
auditing purposes.
All licences, trade licenses, Programmed and Programmed
Customer Induction cards must be carried by the Worker at all times
and available upon request by the Programmed Representative or
the Programmed Customer.
PERSONAL PROTECTIVE EQUIPMENT
Programmed requires all workers including Subcontractors performing
work on our behalf to comply with our Mandatory protective equipment
and clothing requirement of:
 Hi Viz clothing – (Hi Vis to be carried at all time and worn as
required for the task or the Customer)
 Long Clothing – Long Sleeves with Long Trousers
 Safety Footwear – Enclosed and safety capped. Ankle high and
preferably laced, not elasticised
 Safety Eyewear – To be worn at all times while working and
appropriate for the task and lighting conditions
 Hand Safety – Appropriate gloves to be carried on you at all
times and worn whilst performing any work activity
All safety equipment must meet the requirements of the relevant
Australia/New Zealand standard
Failure to comply with the above rule will result in the Subcontractor being
removed from site until compliant equipment is worn correctly.
Examples of common additional personal protective equipment (PPE) are
as follows:
 An approved safety helmet to must be worn by all personnel
under structures, in EWPs or where designated
 Personal hearing protection devices must be used when exposed
noise levels in excess of 80dbA (Leq) 8hr or 140dB Lin Peak in
the workplace.
 Respirators and dust masks appropriate to the atmospheric
contaminant. Subcontractor employees may be required to attend
a fit test in relation to the wearing of respirators. In such situations
shall comply with any requirement for a test including being clean
shaven
Additionally, some Customers will have specific requirements, which may
include items such as a duress alarm, antidote, or emergency response
equipment issued by the Customer.
Other PPE devices must be made available by the Subcontractor to its
employees as they become exposed to specific hazards such as face
shields when grinding, gloves for sharp materials, etc.
PROTECTION FROM SOLAR RADIATION
The Subcontractor shall ensure that its Workers, employee’s agents, or
Third Party Subcontractors are adequately equipped with appropriate
broad brimmed hat, clothing, sunscreen to protect the Subcontractor's
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employees from exposure to the damaging effects of solar radiation, such
as sunburn and heat stress. Adequate hydration is also necessary.
MANUAL HANDLING
Subcontractors shall ensure their Workers, employees, agents or Third
Party Subcontractors will use safe lifting techniques with easy loads, and
get physical help or mechanical assistance for heavy loads (use fork lift
trucks, cranes and hoists rather than manual handling)
TOOLS
All Subcontractor tools and equipment must be fit for purpose, in sound and
safe condition for use on site, clearly identifiable and compliant with
applicable standards.
The tools are to be use as intend by the manufacturer and include all
safety devices fitted in accordance with the manufacturer’s instructions.
All tools and equipment shall be inspected prior to use.
ELECTRICAL EQUIPMENT
To ensure complete safety of equipment, the following procedures shall
apply:
 Subcontractors shall NOT use Customer portable electrical tools,
equipment or extension leads, unless there is a specific customer
requirement
 All repairs are to be undertaken by a qualified electrician
 All Subcontractors shall ensure that their electrical equipment is
compatible to electrical supply before it is brought on site
 All electrical equipment shall be electrically tested and tagged by
an accredited competent person before arrival on Site. Non-
tagged equipment will not be permitted on Site. A copy of
certificate of calibration for the test equipment used by the testing
technician must be made available upon request
 All leads and equipment are to be kept in a good and safe
working condition at the Subcontractor’s own expense
 Electrical extension leads used on Programmed and the
Programmed Customer’s sites will be of the following voltage
capacities:
 32V – portable lighting etc.
 240V – general purpose – power tools etc.
 415V – 3 phase power supply – welders, portable extraction /
blower fans, etc.
 Leads shall not be located across the walkways or roadways
where they are subject to pedestrian or vehicular traffic unless
they are protected by properly constructed approved cable
bridges. Appropriate warning signs must also be displayed
 Leads shall be supported with rope or cable ties if suspending
leads over long distances up to 30 metres.
 Leads shall not be used over a distance in excess of 30 metres
without the approval of the Programmed Representative and
where permitted by regulation.
 Welding leads require that the earth return lead is connected as
close as possible to the work area e.g. on the same piece of steel
being worked upon.
 It is essential to ensure on all welding jobs that the earth leads, as
well as the positive leads, are in good working condition and free
of any defect
 All portable electrical generation sets, welding plant etc. must be
fitted with earth leakage / residual current protection devices and
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 voltage reduction devices as required (welders) Subcontractors must also obtain a Certificate of Competency for other
The following minimum protection is required for power usage on equipment if it is a legal requirement.
Programmed Customer Sites: Note: Maintenance personnel can drive mobile equipment for the purpose
of testing without a certificate of competency only with the permission of
Equipment Power Protection Programmed Representative
Supply
Fixed Plant 415v 3 phase Circuit breaker VEHICLES AND MOBILE PLANT
240v 1 phase (or fuses) A Subcontractor who drives or controls a motor vehicle or mobile plant
Moveable 415v 3 phase Circuit breaker must hold a current license or training and Verification of Competency (no
plant fed by 240v 1 phase (or fuses) Residual greater than 2 years from last assessment) for that vehicle or mobile
tailing cable Current Device plant. Motor vehicles or the mobile plant used in surface operations must
be road worthy, maintained and where necessary meet the specific
Installation in Programmed Customer Sites Buildings:
Customer requirements.
Lighting 240v 1 phase Circuit breaker
In the case of earthmoving equipment brought onto a site, it must:
Power 240v 1 phase Circuit breaker  Be fitted with a Roll Over Protection Structure (ROPS) and a
(or fuses) Residual Falling Object Protection Structure (FOPS);
Current Device  Be fitted with a seatbelt or restraint system which is to be worn
Portable and 240v 1 phase Circuit breaker when operating;
 Have a reverse warning system e.g. beeper;
transportable (or fuses) Residual
 Have safety warning signs;
tools Current Device
 Have appropriate fire suppression equipment.
All vehicles taken onto site must not cause disruption to traffic flow and
should adhere to traffic management and parking requirements of the site.
CLASSIFIED OR REGISTRABLE PLANT AND
All items placed on or in any vehicle are to be secured and flagged to
EQUIPMENT AND OPERATOR COMPETENCY prevent the potential to cause a hazard to persons moving around sites or
approved walkways e.g. pipes or ladders.
The Subcontractor shall ensure that only suitably qualified Workers who
When travelling on a Site, vehicles must limit their speed to 20 km/hr
hold a Certificate of Competency operate classified or registrable plant
unless sign posted otherwise. All vehicles must be equipped with a fire
and equipment. On request, a copy of any such certificate held shall be
extinguisher.
provided to the Programmed Representative.
Classified or registrable plants are those pieces of both fixed and mobile
plant that require registration by the relevant Authority (e.g. Boilers, Cranes INSPECTION OF PLANT, VEHICLES AND EQUIPMENT
etc.)
The Worker shall complete a log book (if required) and plant prestart
Classified Machinery will only be permitted to operate on a Site provided it
inspection and provide proof of such inspection to ensure the safe
carries a certificate of inspection indicating its suitability for use that is
operation of any equipment and to ensure it complies with legal
signed by an Inspector or other person approved in writing by the relevant
requirements before it will be approved for use on any Site. In some
legislation, or is maintained to such a standard that it would pass an
cases Mobile Plant may be subject to Plant and equipment verifications
inspection.
on arrival to site.
All classified plant and machinery must conform to the relevant legislation.
This can be established by presentation of a certificate or undergo an
 Scaffolding Equipment – all scaffolding equipment used on site
inspection. Programmed Representative also has the right to inspect
must conform to the requirements outlined in the respective
Subcontractor plant, equipment and tools at any time.
region’s legislation and Australia/ New Zealand Standards.
The Subcontractor shall ensure that all equipment used on any Site is fit
 Classified Plant Operators – all operators of classified plant and
for purpose and safe to use.
equipment must hold and produce a valid certificate of
competency issued under the relevant legislation (e.g. mobile
LOCKOUT AND ISOLATION
crane)
 Certificate of Competency– a certificate of competency / high The Subcontractor is to ensure that energy sources are made safe before
risk licence (Aust) is required by the operator prior to operating on work begins by adhering to the Programmed Customer’s lockout and
site with the following equipment isolation procedures. Where no procedure is in place, Programmed’s
 Front end loaders / backhoes/ bobcats procedure will apply. Personal locks are to be used when isolating energy
 Forklift sources
 Boom type elevated work platform
 Dogging / rigging operations WORKING AT HEIGHTS
 Scaffold
 Dump truck Where possible, Subcontractors should eliminate the need to work from
 Excavator heights.
 Mobile crane In order to control the risks associated with work from heights the
 Dozer Subcontractor should develop and implement risk assessments and
 Grader operational procedures in accordance with all legislative requirements.

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All Workers shall attend training at a registered training organisation and
achieve the Working at Height Competency, this competency shall be
redone every 2 years.
The following requirements apply to working from heights:
 Job Safety Analysis must include “working from heights” provided
for all works with the potential for a person falling more than 1.8
metres
 Approved height protection control measures must be
implemented based on risk (safety harness, scaffolding, etc.)
 Appropriate training in the correct use of equipment including fall
restraint/arrest equipment
 The Subcontractor should provide operating procedures for all
work at heights
 All height safety equipment is to inspected in accordance with the
relevant Australian and New Zealand Standards.
 Any subcontractor or their worker who attempts to, or is working
at height without the appropriate effective controls shall be
removed from site. In addition, may be required to provide
reasons why they should not be suspended from performing any
works for Programmed and/or conduct an investigation and
provide a report Programmed to regarding the breach.
The following requirements apply to the use of ladders:
 Metal / aluminium ladders shall not be used anywhere electrical
hazard exists (voltages in excess of 50 volts DC or 120 volts AC)
 Ladder to comply with relevant Australia / New Zealand Standard
and be in good condition (inspect prior to use)
 900mm (three-step) ladders are prohibited on Programmed sites
 Rungs of ladders must not be used to support a plank from which
a person is required to work
 Ladders used to access roofs or other elevated positions must be
securely tied.
 Safe work practices when working on a ladder must be followed
 Continuous or repetitive tasks over 2m in height must be
performed off a suitable work platform (scaffold, mobile scaffold,
scissor lifts)
 All work is performed while facing the ladder
 3 points of contact are maintained at all times
 The use of power tools restricted to those operated by one hand
 A person’s feet are not higher than 900 mm from the top of ladder
 Extension ladders are placed at a slope of 4:1 and secured to the
base and top landing. The top of the ladder must extend 1m
above the landing
 Step ladders used must be in the fully open position
 Platform ladders are preferred rather than step ladders.
 Standing on the top of a step ladder is prohibited
The following requirements apply to the use of scaffold:
 All scaffolding used on site must comply with relevant legislation
 All scaffolding must be assembled by trained and licensed
personnel
 Erection of scaffold must be undertaken in such a way as to
ensure workers are in a protected state during construction and
dismantling or where this is not practical a documented risk
assessment details the method of construction specifying the fall
restraint method or fall arrest method and equipment to be used.
 Where fall restraint or fall arrest equipment is used it must be
effective in restraining the fall or arresting the fall.
 When positioning access ladders on scaffolds: Ladders are not to
be used on scaffold decks
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 Clear overhead space, with consideration given to exclusion
zones around overhead power lines.
 Level and stable floor
 Visual check of the condition of the ladder and scaffold
The following requirements apply to the use of mechanically operated
elevated work platforms (EWP):
 Travel in a mobile EWP that is elevated is not permitted nor access to
and from a raised basket**
o **Equipment may be moved while elevated under the
following conditions:
o At least two (2) additional controls are put in place to
compensate;
o The work plan records the variation to the rule along
with the additional controls; and
o The revised work plan is signed off by the one up
Manager.
 Harnesses and hard hats are to be worn at all times when working in
mechanically operated elevated equipment.*
o *This rule can be varied where it is unsafe to comply
under the following conditions:
o At least two (2) additional controls must be put in place;
o The work plan records the variation to the rule along
with the additional controls; and
o The revised work plan is signed off by the one up Mgr.
HAZARDOUS WORKS PERMIT
Where specified in Programmed Customer site manuals, the
Subcontractor shall obtain Clearance Certificates prior to commencing
work and/or specific tasks.
Where required, Clearances / Permits / Authorities to Work shall detail the
measures to control:
 The handover of plant areas to Subcontractors and return of
areas following completion of the work
 Specific risks to the Subcontractor’s employees arising from the
work
 The potential impact of the work on other Site activities and vice
versa
Before signing and accepting a Clearance / Permit / Authority to Work, the
Subcontractor shall discuss the nature of the work to be performed with
the Programmed Representative authorizing the Clearance / Permit /
Authority to Work and shall read and fully understand the instructions
contained therein.
The Subcontractor accepting the Clearance / Permit / Authority to Work
shall explain all precautions, restrictions and limitations to the people
doing the work.
A copy of the duly signed Clearance / Permit / Authority to Work shall be
made available to the Subcontractor performing the work, at the
immediate location of the work whenever work is proceeding.
At the completion of the work, the status of the work shall be discussed
with the Programmed Representative responsible for the Clearance /
Permit / Authority to Work and the Clearance / Permit / Authority to Work
shall be signed off by the Subcontractor responsible for the work.
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HOISTING EQUIPMENT
Any hoisting equipment used on Programmed or Programmed
Customer’s work site must conform to the relevant legislation. Operators
of the hoisting equipment are to be trained, competent and where
required by legislation licensed to operate the equipment.
SPRAY PAINTING AND ABRASIVE BLASTING
Spray painting and abrasive blasting equipment must comply with the
relevant legislation, regulations and Codes of Practice.
Subcontractor will provided Programmed the procedures for Spray
Painting and Blasting. The subcontractor must ensure that their workers
are trained in the use of the PPE, Respirator fit checks and health
hazards of the substances. Provide Programmed evidence of this training
on request.
CONFINED SPACES
Subcontractors must complete a Confined Space Work Permit and
comply with all the Australia/ New Zealand Standards and State
legislative requirements associated with the confined space entry, before
they can begin work in a confined space. All personnel must hold a
current competency for confined spaces according to the work role they
are to perform. The Programmed Representative or their authorised
representative can provide the Subcontractor with a copy of the Confined
Space Work Permit form as required, however, the Subcontractor should
have a Confined Space Procedure in place and implemented.
The confined space procedure shall contain information regarding the
emergency response arrangements. Where required by the customer the
Subcontractor will incorporate the Customer’s emergency response
requirements into their JSEA or SWMS for the work that is to be
undertaken. The subcontractor will ensure workers understand the
emergency response requirement and are able to operate any emergency
response equipment. If required provide evidence that these procedures
have been practiced.
If entry is required, the employee must obtain a Confined Space Work
Permit and comply with all the requirements of the AS/NZS Standard and
State legislative requirements on confined space entry.
On completion of the confined space works, the authorised person for the
works must sign off the permit. For the purpose of this permit the
authorised person may be an appropriately trained Subcontractor
company representative.
HOT WORK
The Subcontractor must not commence any hot work; for example,
welding, grinding, cutting or any task using an open flame, within
Programmed or the Programmed Customer’s sites, without completing a
Hot Work Permit. The Programmed Representative can provide the
Subcontractor with a copy of the Hot Work Permit to be completed.
For the purpose of this permit, the Subcontractor must ensure that:
 Hot work is prohibited on total fire ban days
 All combustible materials are removed from the area as far as
practically possible, or made safe within the area
 No flammable liquids, vapours, gases or dusts are present
 Appropriate fire extinguishers and fire hoses are present at the
site
 The Subcontractor’s employees are trained and competent with
the use of portable fire-fighting equipment
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 The Subcontractor’s employees are aware of the location of the
fire alarm system and telephones
 Fire retardant covers are supplied and, where possible, cover
merchandise
 Clearance distances are met
 Gas bottles are secured
 The area is isolated.
 Post works, a fire watch is posted until the area is known to be
safe
CEILING SPACE ACCESS
 Access to ceiling or roof spaces is only permitted when the power
and or other energy sources have been isolated, locked out
tested and tagged by a competent person, in accordance with
regulation.
 Ceilings are not designed to support the weight of a person or
equipment other than lights and light weight signage
 Subcontractors staff should not crawl or support their weight or
lean onto the ceiling when working in ceiling spaces
 Subcontractors must advise the Programmed Representative
prior to accessing the ceiling space
Subcontractors must ensure that staff working in ceiling spaces
are monitored. Communication with the worker in the ceiling
space is established and maintained during works. This may
include the use of a spotter whilst staff are working in the ceiling
space.
NOISE
All vehicles and machinery brought onto the site must have their noise
emission level identified. All equipment with noise emissions which
exceed the statutory action level of 80dB (A) leq 8 hour must be
adequately identified as a noise hazard area and all personnel operating
or working in proximity to that equipment must use appropriate hearing
protection.
FIRE
All vehicles and machinery brought onto the site must be equipped with a
relevant fire extinguisher of adequate type and capacity as required and
must be maintained in line with AS/NZS1851
Fire extinguishers supplied shall be dry powder type of at least 5kg
capacity.
The Subcontractor shall ensure all its employees are trained in the use of
each type of portable fire extinguishers provided by the Subcontractor.
HAZARDOUS SUBSTANCES/ DANGEROUS GOODS
Subcontractors are only permitted to use substances on site that have
been approved by a Programmed Representative. Subcontractor must
provide up-to-date Safety Data Sheets (SDS’s) which meets the
requirements defined by legislation for all substances:
 Used on site
 Brought onto the site and/or stored at the site
 SDS’s are valid for five years from the date of issue. They must
include emergency contact details.
 Subcontractors are required to provide spill kits.
 Subcontractors are required to provide the required first aid
equipment/treatment for the substance being used.
 Workers are to be trained in the use of the treatment or
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 equipment. The treatment or equipment must be fit for purpose.
 Subcontractor is to provide to the workers the appropriate PPE
and any other equipment identified in the SDS. Subcontractors
must store substances in a manner and location that is:
 In a secure position where unauthorised people cannot access
them
 Free from the risk of falling or being knocked over
 Away from food
 In line with the Programmed storage requirements for dangerous
goods and hazardous substances
 Appropriately labelled, including a safety phrase required by
legislation. and when decanted the substance is placed into a
suitable and appropriately labelled container
 Minimise the quantity of products kept at the site
 Use control measures as outlined in the risk assessment, Job
Safety Analysis and / or SDS
 Keep all empty or full liquid petroleum gas (LPG) cylinders
secured on a clean equipment trolley or secured against a wall or
other suitable storage structure (e.g. storage cage) to prevent the
cylinder from being knocked over or damaged.
 All substances brought on site need to be recorded into the site
hazardous substances register
OCCUPATIONAL DUST
Clay, concrete and quarry products contain crystalline silica. Exposure to
silica, nickel or coal dust over an extended period of time may lead to
respiratory diseases including bronchitis, silicosis or lung cancer.
When working with these products or when handling aggregates or road
base materials, appropriate PPE should be worn to prevent exposure to
occupational dust. Precautions aimed at minimising potential exposures
during clean up should be taken and waste should be disposed of in
accordance with the local authority’s requirements.
WORKING ALONE
If Subcontractors have to work alone at a site, they must ensure that the
risk is managed by ensuring they have implemented controls such as
regular communication (e.g. radio, mobile phone), work in low risk areas,
and have adequate support personnel.
CONDUCT
While on site, the Subcontractor and their Workers, will not:
 Use or be under the influence of alcohol or illegal drugs
 Fight, gamble or indulge in sky larking
 Abuse, destroy or steal property belonging to Programmed, the
Programmed Customers or their employees.
 Engage in any act of harassment due to sex, sexual preference,
race, religion or political learning, etc.
 Use offensive or foul language or make derogatory comments
 Carry any type of weapon
SMOKING POLICY
Observe all legislative and Programmed Customer’s requirements with
regard to smoking on site. Where smoking is permitted the Subcontractor
must comply with all non-smoking signs and only smoke in designated
smoking areas.
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DRUGS AND ALCOHOL
Programmed has systems to ensure the fitness for work of Workers, including not
being affected by drugs and having a zero blood alcohol content while working.
Programmed conducts random Drug and Alcohol (D&A) testing, all
Subcontractors or their Workers will be subject to random Drug and
Alcohol testing.
On a Customer site the subcontractor and their workers will also be
subject to Customer D&A testing. In the situation where a worker is found
to be under the influence of D or A they will be removed from site.
Customer’s hold the right to prohibit a subcontractor’s worker from
working on their site at any time in the future, if they are found to be in
breach of a Customer’s D&A requirements
Any Subcontractor who is under the influence of alcohol or illicit drugs will
not be allowed on a Programmed work place.
Illegal drugs are not allowed on any Programmed or Programmed
Customer site.
Not cooperating with or undertaking a D&A test by Programmed or the
Customer shall be deemed a failed test and the worker will be removed
from site and may be prohibited from working on any Programmed site at
any time in the future.
FIRST AID
All Subcontractors are to have and maintain appropriate first aid kits on
site either in vehicles or as a portable kit. All first aid kits shall be regularly
inspected to ensure all products are within expiry date.
SITE EMERGENCY
The Subcontractor shall read and understand the Programmed and the
Programmed Customer’s emergency evacuation procedures and when
required incorporate these requirement into the JSEA/SWMS and ensure
these are communicated to workers. In the case of an emergency comply
with the requirements of the procedures and/or the directions given by
Programmed or Programmed’s Customer.
The Subcontractor shall, if requested, participate in emergency
evacuation drills and any subsequent review of the drill procedures.
INCIDENTS
The Subcontractor shall advise the Programmed Representative
immediately of the following events:
 Any injury on the Site that causes any of its Workers, employees,
agents or Subcontractors to be referred for medical treatment
beyond that able to be provided by a qualified First Aider.
 Failure of an employee to attend for work in circumstances that
are known or suspected to be as a result of an injury that was
incurred out of, or in the course of performing duties under the
Contract.
 Any dangerous occurrences or near misses on the Programmed
Customer site such as, but not limited to, fires, explosions,
emission of gas and fumes, collisions, damage, spills, structural
collapses or falling objects, where its employees or
Subcontractors are involved.
The Subcontractor shall immediately notify the Programmed
Representative in the event that it is approached by representatives from
the media for information regarding any incident or activity on a Site. Such
information shall not be supplied without the prior consent of the
Programmed Representative.
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 ensure that such licenses are adequate and current for the disposal
PRIVACY OF INFORMATION activities undertaken.
Spills
Programmed are committed to complying with the requirements of the
The Subcontractor shall ensure spills of oil, hazardous substances or
relative Privacy Acts. Programmed requires strict compliance with the
other substances that may harm the environment and/or other chemical
National Privacy Principles by all its Subcontractors. Should
products are immediately contained and cleaned up, to minimize the
Subcontractors be approached by any member of the media they are not
possible risk of damage to the environment and possible injury risk to
to offer any information and are to contact a Programmed representative
personnel. The Subcontractor shall notify the Programmed
immediately for instructions.
Representative or the Programmed Customer as soon as practicable after
detection of any such spillage. Audit and Compliance
ENVIRONMENTAL The subcontractor and/or their workers whilst performing their work onsite
may be subject to audit or compliance monitoring activities. These audits
The Subcontractor shall liaise with the Programmed Site Supervisor
or compliance activities may be initiated by Programmed or Customer.
regarding preparation of the work site to minimise environmental impact.
They may be conducted by either a Programmed or Customer
This shall be specified in the Permit to Work, Environmental Plan, Work
representative or third party.
Method Statements or Job Environmental Assessment (JSA).
Programmed may require a Subcontractor to participate in a desktop
Specific requirements are as follows:
audit of their HSE system.
Town Water Supply
In all instances the Subcontractor may be required to provide
Programmed shall nominate where town water may be accessed for the
Programmed or other relevant party with evidence of the HSE systems or
works.
the application of the system to their work activity.
Sewage
The Programmed Representative shall advise the Subcontractor of the
CONSULTATION
conditions relating to discharge of sewage and trade waste from the Sites.
The Subcontractor shall ensure that discharge of sewage and trade waste The Subcontractor and/or its workers are required to participate in any
generated from its activities will not result in breaches of the conditions for consultative activities when requested by Programmed or the Customer.
discharge of sewage and trade waste from the Site. These may include, but not limited to, toolbox meetings, liaison with other
Firewater subcontractors, project briefing sessions, planned work risk assessments,
EXCEPT where a Permit to use firewater has been issued by the relevant workplace inspections.
authority, the firewater system SHALL NOT be used to provide water for The subcontractor is to permit a health and safety representative of
any purpose other than fire-fighting. Programmed or Customer on request to exercise their regulatory duties.
NOTE: In most areas on the Sites the firewater system is fully alarmed
and linked to the local fire authority.
Solid Waste Disposal
8. Programmed Policies
Unless otherwise agreed, the Subcontractor shall be responsible for Refer to Appendix 2 for Programmed Policies
collection and disposal of solid waste generated from the Subcontractor’s
activities. Waste collection points shall be located, as directed by the
Programmed Representative.
The Subcontractor shall ensure disposal of solid waste is controlled in
accordance with local regulations.
The Subcontractor will ensure that rubbish bins are used for the collection
of all rubbish including food scraps, containers, rags, papers, cardboard,
cans and tins used in any of the work activity. All stores of fuels and
lubricants are to be constructed to prevent accidental spillage of product
contaminating the soil, to the standard and satisfaction of the
Programmed Representative.
Waste Disposal
The Subcontractor shall ensure that the disposal of waste does not violate
any Programmed Customer Discharge License or local regulatory
requirements.
It is not acceptable under any circumstances for a Subcontractor to wash
down equipment or tools (e.g. paint brushes, machinery, excess concrete
from concrete trucks, etc.), onto the ground or into storm water
catchments anywhere on Sites. The Programmed Representative shall
advise the Subcontractor of any special restrictions or requirements
pertaining to disposal of spoil excavated from Sites.
Prescribed waste must not be disposed of with general (non-hazardous)
waste. Disposal of prescribed waste will be performed in accordance with
relevant state legislative requirements. Where specific licenses are
required for the disposal of prescribed waste, the Subcontractor will

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Appendix 1. Items for Business
Principal
1. Subcontractor Responsibilities
GENERAL
Subcontractors have a legal responsibility to maintain a working
environment in which the Subcontractor and/or their Third Party
Subcontractors, as well as Programmed’s personnel and Programmed
Customers are not exposed to hazards.
Subcontractors must:
 Provide and maintain a safe system of work, so that all tasks are
carried out as safely as possible. The safe system must take into
account procedures, the workplace layout, the way materials
have to be handled and the location and movement of other
people in the work area;
 The Subcontractor shall have on Site(s), during all working hours,
a representative/supervisor, thoroughly familiar with the work,
who shall have full authority to receive, and act on, all instructions
relating to the work.
 Any notice given to the Subcontractor's Representative by the
Programmed Representative shall be deemed to have been given
to the Subcontractor.
 The Subcontractor’s Representative shall ensure the potential
HS&E impact of the activities of the Subcontractor on site is
managed as far as practicable.
 The Subcontractor shall be fully responsible for the actions of all
its employees, including its Subcontractors.
 The Subcontractor shall not allow visitors (including family
members) on site unless qualified to perform the task at hand and
inducted to Programmed’s systems. No animals are to be brought
on site. No child is to enter a Programmed work site, nor sit in a
vehicle adjoining the site. A Subcontractor shall not bring a work
experience student on site without the prior authorisation of the
Programmed general manager who may allow access under very
strict controls
 The Subcontractor shall maintain copies of all work related
documents on Programmed Customer sites, including but not
limited to:
o All specifications and relevant drawings; and
o Terms and Conditions of Agreement between Programmed
and the Subcontractor.
 The Subcontractor shall ensure that its Workers, employees,
Third Party Subcontractors and agents are familiar with and
adhere to these documents.
 Ensure copies of all applications by a Subcontractor to Statutory
Authorities for their inspections and/or tests, and the results, shall
be provided to the Programmed Representative.
 Ensure that plant, equipment, substances and workplace
activities are safe and without risk to employees, Programmed
Customers and the public;
 The Subcontractor must ensure that their Workers employees
and agents:
 Are provided with and wear appropriate protective clothing and
equipment;
 Are suitably qualified and medically fit to carry out the Services or
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Works;
 Have a thorough understanding of the procedures necessary to
competently and safely carry out the required services;
 Exercise all reasonable care and diligence in the performance of
the required services;
 Obey systems made and directions given by Programmed and
any relevant authority;
 Carry all licences and other regulatory documentation and provide
these on request to a Programmed representative, Customer
representative, or Regulatory Officer.
 Meet and comply with all relevant HSE standards.
 Are neat in appearance and suitably attired at all times on the site
The Subcontractor is responsible for the provision of all safety equipment,
clothing, tools and consumables necessary for the safe performance of
the required services, except where provided by the Customer.
The Subcontractor must ensure all works completed comply with relevant
legislation, Australia/ New Zealand Standards and codes of practice.
2. Subcontractor Insurance
Requirements
MINIMUM REQUIREMENTS
As a minimum, Subcontractor is required to effect and keep current and
make available to Programmed during the period of the contract the
following insurances:
 Workers Compensation Insurance (and Occupational Disease
Insurance where required by law) which complies with relevant
state legislation. Where allowed by law, the insurance should
indemnify Programmed and its agents and employees in respect
of any claim made under such law or at Common Law. Common
Law liability cover should be unlimited except where capped by
legislation. Where the Subcontractor is a ‘sole trader’, they are
required to provide evidence of Personal Accident Insurance.
 Property Insurance covering the Suppliers own property,
equipment, materials owned, hired, leased or used by the
Supplier for the delivery of the services.
 Public & Product Liability Insurance for a minimum of $10
Million for any occurrence including Subcontractor and / or
Subcontractors. The sums insured may vary depending on the
nature and size of the contract with Programmed
 Professional Indemnity Insurance for a minimum of $5 Million
and the Subcontractor is to carry this insurance for minimum of
seven years after completion of the contract. This insurance is
only required where the Subcontractor provides Programmed with
advice.
 Sole Traders must have income protection.
 Others as required by regulation i.e. Asbestos removal
INSPECTION OF INSURANCE POLICIES
The Subcontractor shall provide Programmed with copies of the
insurance policies and evidence of premium payment. The Subcontractor
must provide Programmed copies of insurances for any Subcontractor
that they engage as annually on review.
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 Position Reportable Acceptable Time
3. Subcontractor Classification Disclosures Frames
Each Subcontractor will be graded by Programmed, the grading is based
on the information provided in the pre- qualification form including but not Professional and  All offences Fraud: More than
limited to the Subcontractor’s quality and safety policies and procedures. Managerial Positions (except driving ten years
This grading will determine the level of supervision required to be offences) All other offences:
completed by the Programmed Representative. More than five years
The Services or Work to be undertaken by Subcontractors or approved Operators of heavy  Driving offences More than five years
Third Party Subcontractors on site shall be classified by the Programmed machinery  Drug offences
Representative prior to work commencing.  Property damage
The level of risk of the Services or Work shall determine the controls offences
required and may include, but not limited to, use of various permit
Finance, Credit and  Fraud offences Fraud: More than
systems, licences, completion of Safe Work Method Statements / Job
Purchasing,  Theft offences ten years
Safety & Environmental Analysis and in some cases development of specific
Information Theft:
Site Safety Plans, which will include emergency response procedures.
Technology, Payroll More than five years
The Subcontractor will submit all plans required by the relevant legislation
Human Resources
including for example, scaffold plans and asbestos control plans.
Sales Representatives  Fraud offences Fraud: More than

4. Subcontracting  Theft offences

 Driving offences
ten years.
All other offences:
The Subcontractor may not subcontract part of the Services or Works More than five years
without the written approval of Programmed. Tradesperson or  Fraud offences Fraud: More than
Where permission is granted to subcontract all or part of the Services or unskilled labor  Theft offences ten years.
Works to a Third Party Subcontractor, this permission shall not relieve the  Driving offences All other offences:
Subcontractor from the obligations outlined in this Subcontractor  Drug offences More than five years
Handbook.  Property damage
The Subcontractor shall ensure that any approved Third Party offences
Subcontractor is aware of the contents of this Subcontractor Handbook
and commits to complete the Works or Services in accordance with the Any employee who  Drug offences; More than five years
requirements outlined in this Subcontractor Handbook. drives a motor vehicle  Driving offences;
The Subcontractor also warrants that any Services or Works completed in the course of their  Property damage
by the Third Party Subcontractor comply with the obligations of this employment offences.
Subcontractor Handbook and has provided the necessary documents to
the subcontractor to ensure compliance to the requirements list here in.
Offences where no exception is permitted in any circumstances (unless
spent convictions)
5. Induction Reportable Description
All Subcontractor workers, employees, agents or approved Third Party
disclosure
Subcontractors shall complete a Programmed induction and an
Murder & related Murder;
appropriate Customer induction including Site Specific Induction where
offences Attempted Murder; or Manslaughter.
required, which may include medical requirements and obtaining
Assault offences Aggravated Assault;
regulatory permits such MSIC and or ASIC.
Non-Aggravated Sexual Assault;
6. Police Check Aggravated Sexual Assault;
Sexual Assault against a Minor.
All Workers, employees, agents or Third Party Subcontractors of the
Theft offences Aggravated Robbery (with or without firearms).
Subcontractor must have a current Police Check (Aust) prior to attending
any Programmed site or Programmed’s Customer site. Damage offences Arson.
Other offences Child Pornography offences;
The following are Programmed’s minimum standards. There may be more Deprivation of Liberty/False imprisonment;
restrictions based on client guidelines. Abduction/Kidnapping;
Breach of Restraint;
Threatening Behaviour;
Stalking.

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References: The Subcontractors must indemnify Programmed at all times against all
damages, costs and liability arising out of the Subcontractor’s
Types of Description
performance of the required Services or Works, except to the extent that
reportable
such damages, costs or liability are due to the wilful or negligent act or
disclosures omission of Programmed.
Theft offences Non-Aggravated Robbery;
Burglary;
Theft;
Motor Vehicle Theft. 8. Incidents
Fraud and other Any charge involving deceit or dishonest The Subcontractor shall maintain a register of all injuries and/or illnesses
‘white collar’ conduct with intent to obtain money or other that are incurred on any Site. A copy of the register shall be provided to
offences benefit, or to evade liability; the Programmed Representative on demand.
Bribery; The Subcontractor shall advise the Programmed Representative
Forgery of documents. immediately of the following events:
Property damage Property damage- damage to motor vehicle.  Any injury on the Site that causes any of its Workers, employees,
offences agents or Subcontractors to be referred for medical treatment
Drug offences Possession of drugs; beyond that able to be provided by a qualified First Aider.
Trafficking of drugs (including cultivation and  Failure of an employee to attend for work in circumstances that
import). are known or suspected to be as a result of an injury that was
Driving offences Driving under the influence of drugs and incurred out of, or in the course of performing duties under the
alcohol; Contract.
Reckless / Dangerous driving (including  Any dangerous occurrences or near misses on the Programmed
dangerous driving causing death); Customer site such as, but not limited to, fires, explosions,
Note: Does not include parking emission of gas and fumes, collisions, damage, spills, structural
infringements or minor speeding offences. collapses or falling objects, where its employees or
Subcontractors are involved.
Any such incident shall be investigated immediately. A written report shall be

7. Work Quality prepared by the Subcontractor and forwarded to the Programmed

SUBCONTRACTOR’S WARRANTIES
The Subcontractor warrants that it shall:
 Exercise due skill, care and diligence in the execution of the
Services or Works
 Ensure that the completed Services or Works shall be fit for their
intended purpose and comply with the requirements of the
Subcontract or Purchase Order
 Use new materials and appropriately skilled Workers to complete
the Services or Works
 Proceed with the Services or Works in accordance with the
agreed timeframes.
STATUTORY OBLIGATIONS
The Subcontractor shall ensure that the Services or Works comply with all
statutes, regulations, by-laws, codes and all government, statutory or
regulatory authorities or bodies having jurisdiction affecting the Services
or Works, and shall pay all fees and give all notices required by the same.
Upon completion of the Services or Works or upon termination of the
Subcontract the Subcontractor shall provide to Programmed any
documents in its possession issued by or evidencing the approval of
Authorities in connection with the Services or Works.
Representative within 24 hours of the investigation being completed.
The Subcontractor shall notify statutory authorities of serious incidents in
accordance with applicable legislative requirements.
The Subcontractor shall immediately notify the Programmed
Representative in the event that it is approached by representatives from
the media for information regarding any incident or activity on a Site. Such
information shall not be supplied without the prior consent of the
Programmed Representative.
9. Health Surveillance
Medical health surveillance are tests that determine the status of hearing,
lung function etc. The tests may include hearing test, blood lead levels,
spirometry and chest x-ray. It is the Subcontractor’s responsibility to
provide health surveillance for its employees, where required by
regulation and upon request confirmation of these tests must be provided
to the Programmed Representative with the individuals names obscured.

DEFECTS
The Subcontractor shall promptly rectify any defective work done by the
Subcontractor when notified of it in writing by Programmed. Rectification
works are to be agreed between the parties, failing which Programmed
may have the defects rectified by others at the Subcontractor’s cost
where a risk to the safety of employees or public is imminent.

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