Introduction

This booklet is issued to all Subcontractors entering ‘company’ sites (Fuel Distributors of Western Australia Pty Ltd & Phoenix Petroleum) in order to promote safe and healthy work practices which minimise impacts on the environment and general site safety.

The ‘company’ will, so far as reasonably practicable, provide a safe and healthy workplace and one which minimises impacts on the environment.  However, this does not remove those obligations for individual Service Providers or their employees or contractors outlined under the Occupational Safety & Health Act 1984, the Occupational Safety & Health Regulations 1996 and other relevant Regulations, Codes or Industry Standards.  It is vital that all personnel contribute positively to achieving and maintaining a safe, healthy and environmentally friendly workplace.

Health and Safety Management

Site Entry Requirements

All contractors must contact the relevant ‘company’ Business Manager or Maintenance Supervisor prior to any site visit. As much notice as possible must be given, particularly should proposed work tasks interfere with business operations.

All contractors must report to the location manager on arrival to the site. The contractor must read site specific rules and sign in at all premises. The contractor must also check in or sign the mandatory COVID tracing register. The location manager or representative shall conduct an induction site walk with new contractor(s) prior to any work being undertaken.

The site orientation shall cover the following topics:

1. Person in Control
2. Responsibilities – Location Manager/Contractor
3. Location Tour and Access:

• Restricted Areas & Designated work area. Asbestos Management Plan and Register.

4. General Site Safety Rules:

• General and location specific rules.
• Personal Protective Equipment (PPE) requirements on site.
• Use of Mobile Phones and Electronic Equipment.
• Isolation of Energy Sources – Lock, Tag & Try.

5. Emergency Procedures:

• Fire & First Aid
• Evacuation/Muster Point.
• Injuries/Incidents.

Contractor inductions are to be renewed every 24 months by the Site Manager. The contractor is responsible to ensure that they are aware of the items listed above and that they are inducted at arrival to the site.

Job Safety Analysis/SWMS

The ‘company’ requires all contractors to actively promote hazard identification using (JSA).

No sub-contractor work is to be conducted at any ‘company’ location without a site specific JSA or SWMS.

Work Permits

A permit to work system is a formal written system used to control certain types of potentially hazardous work. It also is a way of establishing communication and understanding between people requiring the work to be done and the people who are going to do the work. The following permits are in operation within the organisation:

• Hot Work Permit: Work where sources of ignition will be used or sources of ignition result from any activity associated with the work and the work is undertaken within hazardous area.

• Gas Free Certificate Permit: The gas free certificate is a declaration that specific equipment or a defined area is free of flammable vapour. It is a pre-requisite for a hot work permit.

• Cold Work Permit: Work where no sources of ignition will be used or sources of ignition result from any activity associated with the work and the work is undertaken within hazardous area.

• Roof Access Working at Heights Permit: For access to roof areas where poor access and/or lack of edge protection (equivalent to a regulation handrail) is an identified hazard.

• Confined Spaces Permit: This will apply when entry of any part of the body into tanks, vessels, or pits over 1.5 metres depth.

“Under no circumstances are any persons allowed to complete hot or cold work, access a roof or enter a compartment, vessel, container or pit without the appropriate valid permits”

• Vegetation Control Grass Cutting Permit: As per AS1940 Section 9.8.8; any use of a grass cutter in a restricted or hazardous area shall be covered by a work permit.

Control of Ignition Sources

Any equipment capable of generating a source of ignition within a hazardous area is not permitted to be used on site except when a hot work permit has been issued for the use of the equipment. Use of unauthorised equipment will result in removal from site. Examples of equipment used in a hazardous area requiring a hot work permit include (but not limited to):

• Electric & gas welders
• Grit blasting or spray painting equipment
• Power operated grinders, cutting machines and portable electric tools
• Portable radios, mobile telephones, battery operated cameras
• Hand tools capable of causing a spark when used
• Internal combustion engines without approved inlet and exhaust systems.
• Any other equipment capable of producing a source of ignition from flame, static electricity, friction, heat, spark or exhaust temperature etc.

Permit Procedure

1. Describe/identify the task/s to be conducted.
2. Fill out WPCG Work Place Clearance Form or the ‘company’ Contractor Work Clearance checklist (if contractor is not WPCG accredited).
3. Identify whether a Permit will be required from the WPCG Work Place Clearance Form or the ‘company’ Contractor Work Clearance checklist (if contractor is not WPCG accredited).
4. If the WPCG Form or ‘company’ checklist identifies that a separate Hot or Cold Work Permit is required – DO NOT ALLOW WORK TO COMMENCE.
5. If work falls under WPCG Minor Hot Work, Ground Disturbance or Work at Height Checklists and the contractor is WPCG accredited, they are to complete and issue applicable checklist.
6. Does the job require entry into a tank, compartment, container, vessel or pit?
7. If so you will need another additional permit (Confined Space Permit).
8. Permits to access a roof and use of a grass cutter within a hazardous or restricted area are also required.
9. Organise issue of the permits through your manager if all the above is satisfied. Note that permits can only be issued by accredited permit issuers.
10. Carry out the work in accordance with issued permit conditions. If you are unsure seek advice from the company HSE Manager.

Other Work Permits, Approvals and Licenses

Other permits, approvals and licenses may be required for certain work tasks including but not limited to:

• Road Opening Permits (Council, Road Authorities).
• Traffic Management Plans (may form part of permits conditions).
• Groundwater Bore Licenses (Water Authority).
• Consent from adjacent property owners if off-site work required on private property. If occupier of a site is leasing premises, approval must be sought from real estate agent/landowner.
• Confirmation / approval from utility companies to work in vicinity of underground/aboveground services.

It is the responsibility of the contractor to plan and obtain all necessary permits, licenses and approval to conduct the proposed tasks. Any cost estimates must provide an allowance for any liaison required to obtain these. All work being proposed is to be assessed for Work Permit requirements and no work shall proceed until all permit and project management actions are completed.

Personal Protective Equipment

It is the policy of the ‘company’ that Personal Protective Equipment (PPE) shall be worn at all times when working for the ‘company’. All employees and contractors are responsible to wear correct PPE at all times where required.

Procedure

PPE is to be worn in the following areas:

• Any place where fuel is stored, handled, transported, loaded, unloaded, dipped or moved on or off site.
• All areas designated by other external agencies when working off-site.
• Any other place designated by individual persons or agencies that have a legal duty of care.

All contractors and sub-contractors working for the ‘company’ are required to wear the following PPE in those above-mentioned areas:

• Long sleeve Hi-Vis shirt and trousers (with sleeves fully buttoned down),
• Safety Footwear,
• Safety Glasses and Hard Hat (where specified within JSA hazard identification),
• Protective Gloves, and
• Appropriate breathing protection/device (i.e. spray painting, weed spraying etc.),
• Sunhat and sunscreen where weather condition require this.

PPE items must be purchased from approved suppliers to ensure that only Australian Standards approved (AS or equivalent marking). All issues of PPE (respirators, hats, vests, safety glasses and hard hats etc.) are to be recorded in the JSA.

Electrical Equipment

Use only electrical equipment that has been tested and tagged by a qualified electrician or competent person, and displays a current test tag.

All electrical tools and extension cords must be tagged for the current period as follows:

Although electrical equipment carries a periodic tag it does not relieve the operator of the responsibility to check for damage prior to use.

Earth leakage protection (Residual Current Device) shall be provided at distribution switchboards. Portable RCD units shall be used where mains power without RCD protection is in use.

Electrical equipment can only be connected to circuits that are protected by a Residual Current Device (RCD).  Extension leads are only to be a maximum of 30 metres in length and are not to be joined together.

Site Cleanliness/Rubbish

An unclean workplace is a dangerous workplace.  You must ensure that rubbish/refuse generated by your work activities is cleaned up progressively (minimum requirement is daily).  ALWAYS use sanitary facilities and keep them clean and tidy. Keep access/ egress routes clear at all times. The contractor is responsible for the safe removal of all rubbish/refuse from site.

Scaffold/Working at Height

Scaffolds 4 metres & above must be erected or altered by a licensed scaffolder to conform to the Australian Standards AS1576 and AS4576 and the manufacturers/suppliers specifications. A Scaff tag must be issued and displayed.

Never remove guardrails, planks, handrails or ladders for any reason. Before using mobile scaffolds, ensure that all wheels are locked, and it is stable & erected to manufacturers/suppliers requirements.

If work is to be conducted where there is a risk of falling 2 metres or more then work must be conducted in a manner that complies with Legislative requirements. Platform ladders will be used for safe access.

Welding and Cutting

 Use of welding and cutting equipment by unauthorised persons is prohibited. Oxy-Acetylene sets must be fitted with flashback arrestors at both bottle & torch ends of each hose, and tested or replaced at 12 month intervals.

All equipment must be in good working order and a FIRE EXTINGUISHER or working hose available for immediate use. A Hot Work Permit may be required.

Isolation and Tag-Out of Items

 The ‘company’ requires that all hazards and energy sources are removed or prevented from activating during work on any mechanical or electrical equipment, confined space, hydraulics or air operated equipment.

Isolation is the removal of the energy source from an item of equipment in such a way as to prevent the possibility of inadvertent activation of that equipment.  The de-energisation must also prevent the introduction of products into working areas defined as “confined spaces”.

Isolation Procedure

1. Where a specific job is to be done the location manager will ensure hazard identification; risk assessment and risk control is performed through Job Safety Analysis (JSA).
2. If energy sources, possible spill/leak points or confined spaces are identified in the JSA then controls must be put into place before the job commences.
3. A job identified by JSA as requiring hot work, cold work, roof access working at height or confined space entry requires a work permit. Contact the Maintenance Supervisor to organise a permit to work.
4. Routine work will require the use of a WPCG or the ‘company’ Contractor Work Clearance Form.
5. Before allowing work to commence, the relevant authorised person, the person (s) conducting the work and the location manager will verify that the isolation is in place according to the permit.
6. Where appropriate, signs must be displayed on equipment, which describe the isolation measures to be taken.
7. No isolation device or tag is to be removed by any person other than the person who placed the tag or isolation device in the first instance.

Unauthorised removal of a tag from a locked-out item of equipment or process will result in suspension from work and an investigation.

Use of Mobile Phone

On Site

The presence and use of mobile phones within the site boundaries are strictly forbidden with exception for the retail service station shop/site office. All outgoing and incoming calls must be attended to outside the site boundaries or inside retail shop/site office.

Fatigue 

The ‘company’ recognises that fatigue management is crucial to the performance and welfare of its employees, the safety performance of the company and the welfare of the community.

Fatigue is a condition brought about by prolonged physical and mental activity without respite and is uncontrollable when present.  Sleepiness is a condition where a person does not allow for or acquire a reasonable period of continuous, uninterrupted sleep.   In unison they become a lethal hazard with a high risk to the safety of everyone.

Fatigue is a manageable condition and is both a personal performance issue and a company safety issue.

All contractors must take reasonable precautions and apply responsible planning where their activities outside of company work times may or will affect their on the job performance when at work.

All contractors have a Duty of Care to ensure that they do not allow, coerce, pressure or direct any other person to undertake work that will compromise safety or breach normal regulatory expectations and legislative obligations.

To remain consistent with this policy it is expected that everyone undertaking work for the ‘company’ is fit for work when they arrive at the workplace.

Alcohol and Drugs 

Alcohol and illegal drugs must not be brought onto or consumed at any ‘company’ site.  If you are affected you will not be permitted onto site and you will never be employed to conduct works at a ‘company’ site again.

General Prohibitions

The following offences, and others as stated in the induction, will not be tolerated any ‘company’ site:-

• Not leaving the sanitary facilities provided in a clean state.
• Fighting or bullying of any sort
• Intoxication or use of alcohol or drugs of abuse
• The carrying of matches and lighters or other sources of ignition in restricted areas is prohibited.
• Refusal to act on any HSE instructions issued by ‘company’ Management
• Tampering with safety or environment control systems
• Keys left in unattended plant and equipment
• Vandalism or stealing of any kind
• Firearms, children or dogs are not to be brought to site
• Incorrect use of plant or removal of safety guards

Hazardous Substances

No dangerous or hazardous substances shall be brought on to site unless:-

• Provided with the relevant Safety Data Sheet (SDS–issued within last 5 years);
• It is first reported to the Site Manager;
• Personnel involved have been trained in precautions for its use.

Manual Handling

All manual handling work shall be assessed and risk controlled.

All contractors are to ensure that each location within their area of responsibility has assessed the risk and completed within their JSA/SWMS.

Incident / Hazard Reporting

All hazards and Incidents must be reported according to the following procedure:

1. An Incident Report must be completed by the Location Manager as soon as possible after the incident has occurred.
2. The contractor is to act on the actions before the due date.

Report ALL incidents to the Site Manager or HSE Representative. Provide help to control the incident.

• Any Hazards which may cause injury, illness or damage;
• Any Near Miss incident which had the potential to cause injury, illness, damage or harm to the environment;
• Any Injury, even cuts and abrasions which may lead to infection must be reported;
• Any identified Aspect which could or has caused harm to the Environment;
• Any Unacceptable Behaviour; e.g. horseplay, dangerous work practices;
• Any Community Contact, Complaints or Concerns;
• Any Unauthorised Access to the site
• Any Smell of Substance that should not be in your work area, stop work immediately, if safe to do so investigate. DO NOT stick your head inside a confined space, pit, sump etc. as there may be low lying hazardous vapours which may cause you serious harm.

Emergency Evacuation and Response

It is required that all contractors are familiar with the site Emergency Procedure for the premises where they are undertaking work. The emergency procedure should be part of the site induction. It is the contractor’s responsibility to make themselves aware of the emergency evacuation (muster) point at every site visit.

For all Retail Emergencies, refer to the Retail Emergency Response Plan, which is located within the console area of every retail location.

For all Depot Emergencies, refer to the Depot Emergency Response Plan, which is held in the Manifest box and the front desk/manager’s office.

Environmental and Waste Management

All employees and contractors are responsible for ensuring that their individual activities do not adversely affect the environment.

The contractor must ensure that the Location Manager is aware of any waste production during site activities. Approval/Agreement must be sought from the Location Manager to store waste at the site. The waste storage location must not cause any unnecessary Health and Safety hazards.

Duty of Care

The ‘company’ requires in all cases that any work task is in strict accordance with all relevant Federal, State, Territorial and Local legislation, regulations, code of practices and requirements in fields including but not limited to:

• Assessment and management of contaminated land and groundwater;
• Health and safety;
• Storage and transport of dangerous goods;
• Heritage protection; and
• Waste management.

The contractor should assure themselves that they have met all relevant statutory requirements as well as contractual obligations to the ‘company’.

Asbestos Control (Refer to the site asbestos report available on site in file)

The ‘company’ requires in all cases that any work task on ACM/PACM follow the requirements listed below.

Risk assessment

A job specific risk assessment must be conducted prior to commencing any possible work around asbestos, and include:

• assessing the work to be performed
• understanding to what degree there is the likelihood of disturbing asbestos containing material (ACM) or presumed asbestos containing material (PACM)
• inspecting the asbestos register and a decision made as to whether work can be done without disturbing ACM/PACM e.g. instead of drilling a hole for wiring consider re-routing the wiring through non-asbestos material
• inspecting and evaluating the material to determine if it is ACM. If a sample analysis has not been conducted, assume that the material is ACM
• assessing the ACM’s condition as to whether it is in sound condition or deteriorating and liable to damage
• assessing implementation of job-specific control measures including:
• maintaining a safe distance between barriers and the work area
• assessing the types and level of personal protective equipment (PPE) required to manage the risk of exposure to airborne asbestos fibres
• considering other hazards that may impact on the work (e.g. live electric cables in wall cavity, working at heights, working on brittle roofs, confined spaces, heat stress, vermin or pests).

Training of workers

Person conducting a business or undertaking (PCBU) must ensure that workers have received training in and aware of:

• in situ identification of asbestos-containing materials,
• identification of appropriate safe work procedures when working with ACM
• decontamination procedures
• appropriate selection of ACM waste disposal
• respirator use and fit

Site preparation

To prepare the site for work with asbestos:

• ensure that the asbestos register has been sighted to verify the presence of ACM, or ensure that a competent person has identified ACM in the work area
• prepare a written work procedure for the activity
• determine the number of workers required on site (always perform asbestos-related work with the lowest number of workers possible in the asbestos work area)
• determine the need for a second experienced worker to assist with the works (e.g. shadow vacuuming or the need for a worker to remain on duty outside the asbestos work area)
• advise the site occupants of the intended works
• ensure there is adequate lighting for the work area
• establish a buffer zone to separate the work area, by closing all doors to the work area or using plastic curtaining, barricades, signage, and relevant instruction to workers and others
• erect all safety signage, cover the floor with two layers of the 200 μm PVC plastic sheeting and secure with duct tape
• remove all loose furniture and items from the work area or cover with a 200 um plastic cover and secure with duct tape
• have all equipment ready in the work area (to minimise movement in and out of the area)
• identify potential electrical hazards e.g. cabling in wall cavity
• shut down air conditioning and vent systems (if applicable); seal ducts and vents with 200 μm PVC plastic sheeting and duct tape
• control exposure to dust by using an H rated industrial vacuum cleaner that meets AS/NZS 60335.2.69:2003, with a High Efficiency Particulate Air (HEPA) filter that conforms to AS4260-1997, and is suitable-for-the-task vacuum tools or at a minimum, ‘wet’ and ‘thickened substance’ methods for dust control when drilling into any ACM (unless an electrical hazard exists).

Safety checklist

Before you commence, do a final check:

• change into PPE and remove all jewellery/watches before entering the asbestos work area and continue to wear all the PPE identified in the risk assessment when working within the boundary of the asbestos work area
• ensure the workers carrying out the work activity have conducted a fit test on the masks and respirators
• activate the site access permit or authority, if required, and insure it is signed by the person conducting a business or undertaking (PCBU) or site owner
• only perform asbestos-related work when the workplace is unoccupied and when it is outside ‘normal’ facility operating hours, where possible
• leave clean clothing outside the asbestos work area (in the buffer zone) until personal decontamination is complete
• restrict access by non-essential workers.

Personal protective equipment and work equipment to be used

• A range of personal protective equipment (PPE) should be worn by workers to protect them from exposure to airborne asbestos fibres, including:
• P2 disposable mask or a half-face respirator
• disposable coveralls suitable to the task , for example, European Standards Type 5 and Type 6
• face and hand wipes boot covers or gumboots.
• To ensure that the respirator has an adequate seal to the face, and will protect the workers from inhaling fibres workers with facial hair should wear a fully face respirator.
• Workers must completely fasten the coveralls, place the hood over their head and avoid wearing any jewellery to reduce the risk of asbestos residue contamination.
• Tools used to remove bonded asbestos products such as asbestos cement sheeting must be non – powered or be a portable power tool incorporating dust suppression or dust extraction attachments designed to collect asbestos fibres. Power tools can be used to cut metal fixings provided the cutting edge does not contact the asbestos containing material.
• In general the use of water or gels (such as shaving cream) can help to reduce dust (note that wet methods cannot be used if there is an electrical hazard). Non-powered tools should be used as they make larger (less hazardous) dust particles than power tools. High speed abrasive power or pneumatic tools must not be used. Personal protective equipment and cleanup equipment is required.

Procedure for cleaning the work area

Carefully clean dust and debris form all horizontal surfaces (e.g. floor, window sills, and architraves) near the work area using either of the following two methods:

Method one: (wet wipe method)

Wet wipe method to clean dust and debris from the work area and horizontal surfaces using damp rags or disposable wipes. Then using a atomizer bottle mixed with a solution of PVA glue with a consistency of five parts water and one part glue (five to one). Spray the drop sheet to capture any missed residue and then fold the drop sheet on itself and dispose of as asbestos waste.

Method two: (using a HEPA vacuum and wet wipe method)

Use an H rated industrial HEPA filter vacuum (that complies with AS/NZ 60335.2.69:2003 and AS4260-1997 for HEPA filtration) to control airborne fibres and dust to a HEPA filtered vacuum cleaner. When the vacuuming is completed then wet wipe the surfaces as mentioned in ‘Method one’. Please note that a household vacuum cleaner must not be used because it is not designed for this type of work and will cause an uncontrolled release of asbestos fibres.

Disposal of waste and clearance inspection of the work area

• Visually inspect the work area including all horizontal surfaces to ensure they are clear of all visible dust and debris. Air monitoring is not normally required for this task.
• Ensure that the work area is clean and tidy and all waste has been removed from site. No rubbish should remain on site after the work has been complete.
• Dispose of the waste in accordance with the local council requirements.
• Sign off any access permits and authority with the relevant person.
• Accompany the PCBU or site owner to inspect the site to confirm that the area is clean and tidy and that the work is completed.

Local Government disposal information

Asbestos disposal is under the control of local councils. You are encouraged to contact your local council and confirm details, fees, waste tracking requirements and any special arrangements before attempting to dispose of asbestos. Please remember also that asbestos is a ‘regulated waste’ and so there are specific requirements that must be met when it is transported by anyone.