Hunter Douglas Corporate Safety ConferenceOutside Contractor Vetting

Outside Contractor Vetting

Talking Points

• Why Perform Vetting of Contractors• Step-By-Step Process of Vetting – Forms• Contacting the Potential Contractors/Vendors• Should I Hire?• Contractor Inspection

Outside Contractor Vetting

Reasons For Vetting Contractors

Critical for a safe and secure workplaceVerification of skills, certifications and licensesRequired Worker’s Compensation insuranceVerify Contractor commitment to safety - does it

match Hunter Douglas’ commitment?

Outside Contractor Vetting

Begin the Process

• Identify the Contractor/Vendor(s) to be vetted• Inform the contractor there will be a vetting

process• Send Letter and Forms• Review Documentation – Rank Contractors• Determine “Winner(s)”• Monitor Contractors/Vendors on-site

Outside Contractor VettingBegin by sending a letter to the potential contractor/vendor informing them of your commitment to safety as well as your requirements of them for working at your facility.

Outside Contractor VettingForms

Contractor Information Form – Contractor completes all information including their total number of injuries and MOD rate (a metric that measures the contractors annual insurance claims relative to its insurance premiums).

Contractor Training Verification – Highlight the training history to be completed for the type of work the contractor/vendor will be performing.

Safety Program Evaluation – It is important to review the contractor’s safety program to ensure they have some type of safety management system and they philosophically align with your programs.

Contractor Inspection Form – Used to evaluate contractors and vendors working on-site to ensure they are following safety rules.

Outside Contractor VettingObtain the contractor/vendor’s Certificate of Insurance to check the levels of coverageand the date of expiration.

Outside Contractor VettingReview the certificates of insurance – indicate coverage amounts on the form for easy reference and attach to your form. Keep the insurance documentation in the contractor file.

Outside Contractor VettingObtain training documentation from the contractor to ensure their employees have the proper training andtheir certifications are up-to-date.

Outside Contractor VettingDo your research to ensure the contractor/vendor you wish to hire has no OSHA Violations. Go to https://www.osha.gov/pls/imis/establishment.html enter the name ofof the contractor/vendor and check the results. (Check State violation information as well.

Outside Contractor VettingEvaluate the Contractor’s Safety Program using the Safety Program Evaluation Form – Rank each question on a scale of 1 to 5.

Outside Contractor Vetting

• Ideally, the facility will score 100, reality is, they may not.

• Key areas of Focus:

– Safety & Health Policy– A commitment to comply with safety, health and

environmental regulations– Accident Reporting Procedure– Safety Training Program with documentation– Accident Investigation Program

Outside Contractor Vetting

Contractor/Vendor Inspections

Observe all Contractors/Vendors who are working in your facility.

Document the observations and keep them in the Contractor/Vendor’s file.

If there is a violation – follow your Contractor/Vendor Written Program Discipline Policy. Maintain any violations in the file and your Outside Contractor Program.

Outside Contractor VettingSelect the areas that apply observe and monitor the contractor as they are working

Outside Contractor Vetting

Key Points

Vetting a contractor/vendor protects you as well as everyone at your facility.

Ensures contactors working in your facility have proper training and certifications for jobs they will perform.

Reviewing the contractors’ safety program helps you make sure they are committed to following federal, state and local regulations.

Outside Contractor Vetting

Tools

Updated version of “Sample Outside Contractor Written Programhttp://corpsafety.hunterdouglas.com/written-program

Forms needed to execute the updated programhttp://corpsafety.hunterdouglas.com/tools

Outside Contractor Vetting

Questions?