Contractor Safety Management

All contractors must demonstrate safety capability by completing the Contractor Health and Safety Self-Assessment. Typical requirements include:

• health and safety policy and program details;
• WSIB clearance;
• proof of insurance;
• recent safety performance history; and
• training/competency records relevant to the scope of work.

Carleton may restrict contractors from bidding or award based on safety risk.

Safety requirements are embedded in tender and contract documents, including:

• assignment of constructor (if applicable); Constructor Designation Form
• adherence to Carleton safety programs and permits; Contractor Safety Information/Statement of understanding
• stop-work authority;
• inspection/audit rights;
• incident reporting obligations; and
• consequences of non-compliance.

After a contract is awarded and before work begins, a coordinated safety planning step is required.

CU Contractor Representative responsibility:
The Carleton University Contract Authority/Representative will share all known hazards associated with the project location and campus environment that are known to the Representative. This includes hazards that arise from working at Carleton, such as building-specific risks, designated substances information (e.g., asbestos), occupied-space considerations, traffic routes, laboratory or vivarium hazards where applicable, and any other site conditions that may affect the work.

Contractor responsibility:
The contractor will develop a project-specific Safety Plan that identifies and controls hazards that arise from the contractor’s scope of work and work methods. The Safety Plan must outline:

• task-based hazards created by the project;
• the controls that will be implemented to eliminate or minimize those hazards;
• required worker training and competencies;
• PPE and equipment requirements;
• permits and high-risk work processes (as applicable) ( for example: Hot work permit, Shutdown request)
• supervision and communication arrangements for the duration of the work.

This step ensures that campus hazards and project hazards are jointly understood and controlled before mobilization. Pre-project Hazard Identification.

The contractor is responsible for actively monitoring project conditions throughout the work. Controls and safe work procedures must be updated as needed based on field-level hazard assessments (e.g., changing site conditions, unexpected materials, evolving work methods, weather, occupant impacts, or newly identified risks). The contractor must remain in regular communication with the Carleton Representative regarding any significant changes, emerging hazards, or revised control approaches to ensure campus and project risks continue to be effectively managed.

In addition contractor must:

• keep work areas clean and secured;
• use barriers/signage to protect occupants;
• coordinate any access to laboratories with the CU Contractor Representative;
• ensure competent supervision is present whenever work is underway;

During work on campus, the Carleton University Contractor Representative (e.g., FMP Project Manager / Contract Authority) is responsible for:

• Maintaining regular communication with the contractor’s site supervisor to stay informed of work progress, upcoming activities, and any emerging safety or operational issues.
• Verifying that required controls are in place in the field, such as barricades, signage, traffic management, isolation of work areas, housekeeping, and protection of adjacent spaces.
• Checking that agreed permits and processes are being followed, for example hot work permits, confined space entry, roof access, lockout/tagout, and utility shutdown procedures.
• Monitoring contractor compliance with Carleton safety expectations through site walkthroughs, spot checks, or formal inspections, and documenting issues where appropriate.
• Ensuring incidents, near misses, and complaints related to the contracted work are reported into Carleton’s reporting processes and that the contractor provides timely information for investigation.