OH&S Purchasing Guidelines 1. Introduction 2 2. Scope 2 3. Responsibilities 2 4. Procedure 2 4.1. Determining if an Item Impacts Health and Safety 2 4.2. Risk Assessment 4 4.3. OHS Specifications and Risk Control Measures 4 4.4. Supplier s Capacity to Comply 4 4.5. Verification of OHS Specifications 5 4.6. Repeated Purchases 5 5. Related Documentation 5 6. Program Evaluation 5 Appendix 1 : Examples of OHS Specifications and Control Measures 6 Version Control Date Released Approved By Amendment 070.1 Dec-97 OHS Manager Document created 070.2 Feb-03 OHS Manager Modification to reflect current process 070.3 Apr-07 OHS Manager Incorporate the eprocurment process Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 1 of 10
OH&S Purchasing Guidelines 1. Introduction The purpose of this guideline is to ensure that suitable consideration is given when purchasing equipment, materials, facilities or substances which may have an adverse impact on health and safety. The most effective method of reducing the risk of a hazard in the workplace is through the process of eliminating the hazard from the workplace. By conducting a risk assessment prior to purchase and upon receipt of goods, many hazards can be eliminated before they are introduced into the workplace. In essence, there are three questions which should be asked during the procurement process to ensure hazards are not introduced into the workplace: What OHS risks does the proposed purchase pose for health & safety? How does the proposed item for purchase deal with those risks? What is the supplier or University required to do to eliminate or minimise the risks associated with the proposed purchase? 2. Scope This guideline is to be applied in conjunction with the University s Purchasing and Procurement Policy and applies to any item purchased by the University including ordering and credit card transactions. The guidelines also apply to goods which are hired, leased or donated to the University. The purchase of services or labour hire should refer to the OHS Contractor Management Guidelines. 3. Responsibilities Deans, Directors, Heads of Departments are to ensure that the OHS Purchasing Guidelines are implemented within their area of responsibility. Any person in the University who purchases, leases or hires goods are responsible for conducting a purchasing risk assessment for any item which may pose a foreseeable hazard in the workplace and upon receipt, verify that OHS specifications or control measures to reduce the risk are in place before use. 4. Procedure Figure 1 illustrates the procedure for ensuring OHS specifications in the procurement process. 4.1. Determining if an Item Impacts Health and Safety Any item to be purchased should be evaluated to determine whether the item poses a risk to health and safety. The following questions are an aid in determining whether the item is hazardous: Could a foreseeable significant injury or incident occur in the course of normal or unanticipated use, storage or transport of the item to be purchased? Are there any specifications which are required to ensure safe operation or use? Does the item need to comply with legislation, code of practice or Australian Standards? If the answer to any of the above is yes, then OHS requirements are to be identified to ensure that all safety related specifications are communicated to the supplier and verified upon reciept. Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 2 of 10
OH&S Purchasing Guidelines Figure 1 OHS Considerations in the Procurement Process 1. Need for purchase established 2. Determination if item poses a risk to health and safety or the requirement of OHS specifications by person initiating request Not Required Required 3. Risk assessment conducted to establish OHS specifications/controls required 4. OHS specifications/control measures are communicated to the supplier using order form ensuring the supplier is able to comply with requirements 5. Item is purchased 6. Item is received 8a. Arrangements with supplier to have item replaced or modified to meet OHS specifications/ control measures Non- 7. Verification of OHS specifications/control measures prior to use Compliant 8b. Item meets OHS specifications/control measures 9. Item is able to be used Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 3 of 10
OH&S Purchasing Guidelines 4.2. Risk Assessment In some instances the risk assessment is a straightforward process where the OHS specifications or control measures required can be easily determined. Where this is the case OHS specifications /control measures that are required can be detailed on the purchase order form and given to the supplier. Appendix 1 : Examples of OHS Specifications, can be used to help determine OHS specifications/control measures required for common items. Where the item being purchased requires a formal risk assessment to be undertaken, the appropriate risk assessment form shall be used. For example the hazardous substances, radiation or the generic risk assessment form. Examples of when the formal risk assessment is to be used for items which have a risk to health and safety include, but is not limited to: Lasers; Radiation apparatus; Radiation isotopes; Hazardous substances which are rated high/medium in Chem Alert; Mobile vehicles, i.e. cars, forklifts, carts; Machinery and plant, i.e. lathes, Construction plant and equipment; Personal protective equipment, i.e. safety glasses, safety boots, face shields, gloves; Ergonomic equipment, i.e. chairs, seating, desks etc. Custom built equipment; Items which have an extreme or high risk after completing the UOW Risk Matrix; Items which are identified hazardous after consultation with users. The risk assessment should aim to identify any hazards posed by the item. Once the hazards have been identified, attempts to eliminate these from being introduced into the workplace should occur prior to use. Control measures are the specifications which are needed to reduce the risk associated with the hazard to an acceptable level to prevent injury or illness. The method of control shall follow the hierarchy of control measures outlined in the OHS Risk Management Guidelines. 4.3. OHS Specifications and Risk Control Measures OHS specifications are to be recorded in the initial purchase order form (if appropriate) and eprocurement which is then sent to the supplier. If the item is being purchased outside of the eprocurement system then the supplier is to receive any OHS specifications or control measures in writing. OHS specifications may include requirements described in legislation, codes of practice or Australian Standards. A list of applicable legislation and OHS specifications is provided in Appendix 1 Examples of OHS Specifications and Control Measures. 4.4. Supplier s Capacity to Comply It is necessary to ensure that the supplier can meet the requirements as stated in the OHS specifications or control measures. This can be derived through discussions with the supplier on the required OHS specifications in the pre-purchase stage of procurement. When a supplier cannot meet the necessary OHS requirements or control measures, another supplier should be sourced or an alternative item be selected. Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 4 of 10
OH&S Purchasing Guidelines 4.5. Verification of OHS Specifications Once the item has been received, verification should occur to determine that the OHS specifications or control measures have been implemented, as required, to ensure any identified hazards have been controlled. If OHS specifications or control measures cannot be verified, the item must not be used until such control measures are implemented. Verification of OHS specifications are to be documented by the person receiving the goods within eprocurement and/or the risk assessment form. If a hazard which was not identified prior to the purchase becomes apparent once the item has been received or used, a hazard report shall be initiated using SafetyNet to implement control measures required to minimise the risk of injury. 4.6. Repeated Purchases A risk assessment can be re-used for repeated purchases of the same item. However, if the use of the item differs and impacts health and safety the risk assessment should be modified accordingly. 4.7. Credit Card/Petty Cash There are times when materials or substances are required to be purchased using a credit card or petty cash. It is recommended that a person purchasing an item, using these methods, consider the potential for the equipment, material, facility or substance to pose risk to health and safety. It is advised that the risk assessment form be used prior to the purchase. Purchasing of items with OHS considerations should proceed through the University s eprocurement process to ensure all OHS considerations and specifications are adhered to. 5. Related Documentation Use the links below for the following related documentation: Purchasing and Procurement Policy OHS106 Risk Management Guidelines OHS032 Risk Assessment Form 6. Program Evaluation In order to ensure that these guidelines continue to effective and applicable to the University, these guidelines will be reviewed biennially by the OH&S Unit in consultation with the OH&S Committee. Conditions which might warrant a review of the guidelines on a more frequent basis would include: reported hazards or injuries; non-conforming systems; OH&S Committee concern. Following the completion of any review, the program will be revised/updated in order to correct any deficiencies. These changes will be communicated via the OH&S Committee. Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 5 of 10
OH&S Considerations for Purchasing Guidelines Appendix 1 Examples of OHS Specifications and Control Measures Item Description Personal Protective Equipment Clothing Eye Protection Pre-purchase OHS specification (forward to supplier) AS4602 - High visibility safety garments. AS4399 - Sun protective clothing - Evaluation and classification. AS4453.1 - Protective clothing for users of hand-held chainsaws - Test rig for testing resistance to cutting by a chainsaw. AS6529 - Protective clothing - Protection against chemicals - Determination of resistance of protective clothing materials to permeation by liquids and gases AS4503 - Protective clothing - Protection against liquid chemicals - Test method: Resistance of materials to permeation by liquids DIN EN 343 - Protective clothing - Protection against rain. AS2375 - Guide to the selection, care and use of clothing for protection against heat and fire AS4501 - Occupational protective clothing - General requirements AS1337 - Eye protectors for industrial applications. AS1067 - Sunglasses and fashion spectacles. AS1609 - Eye protectors for motor cyclists and racing car drivers. AS4066 - Eye protectors for racquet sports. Training Upon receipt Inspection Licence & & testing registration Footwear AS2210.3 - Occupational protective footwear Specification, use and maintenance. Gloves AS2161.1 - Occupational protective gloves - Selection, use and maintenance. AS2225 - Insulating gloves for electrical purposes. AS4179 - Single-use sterile surgical rubber gloves Specification. AS4011 - Single-use examination gloves Specification. AS2161 - Occupational protective gloves - Protection against thermal risks (heat and fire) AS2161 - Occupational protective gloves - Protection against cold AS2161 - Occupational protective gloves - Protection against ionizing radiation and radioactive contamination Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 6 of 10
Item Description Headwear Hearing protection Respirators Hazardous Substances and Dangerous Goods Carcinogenic Substance Pre-purchase OHS specification (forward to supplier) AS1800 -Occupational protective helmets - Selection, care and use. AS1698 - Protective helmets for vehicle users AS1801 - Occupational protective helmets AS2063 - Pedal cycle helmets AS4499 - Protective headgear for cricket Helmets AS3838 - Helmets for horse riding and horse-related activities AS1270 - Acoustics - Hearing protectors and AS1269.3 Occupational noise management - Hearing protector program. AS1716 - Respiratory protective devices. AS1715 - Selection, use and maintenance of respiratory protective devices WorkCover Carcinogenic Substances Notification Form As per hazardous substances. OH&S Considerations for Purchasing Guidelines Upon receipt Training Inspection Licence & & testing registration Miscellaneous Hazardous Substances and Dangerous Goods Radioactive sources First time use: Receipt of Material Safety Data Sheet if supplier s MSDS not on Chem Alert; Hazardous substance risk assessment for the use of the substance outlining storage, training, and control measures required as directed by the MSDS. Repeated use for same application: Storage, training, and control measures as documented by previous risk assessment. More information: Working With Hazardous Substances Guidelines Dangerous Goods Guidelines License to use. MSDS and risk assessment as per Radiation Guidelines. Y N Y Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 7 of 10
OH&S Considerations for Purchasing Guidelines Item Description Sharps bin Pre-purchase OHS specification (forward to supplier) AS4261 - Reusable containers for the collection of sharp items used in human and animal medical applications. AS4031 - Non-reusable containers for the collection of sharp items used in human and animal medical applications. Upon receipt Training Inspection Licence & & testing registration Plant and Equipment Audio/Visual Equipment AS60065 - Audio, visual and similar electronic apparatus Safety requirements. Backflow prevention devices Biosafety Cabinets AS2845 - Water supply - Backflow prevention devices - Materials, design and performance requirements AS2647 - Biological Safety Cabinets - Installation and use. AS2252.1-Biological safety cabinets - Biological safety cabinets (Class I) for personnel and environment protection AS2252.2-Biological safety cabinets - Laminar flow biological safety cabinets (Class II) for personnel, environment and product protection N Y N Chainsaws, brush cutters and grass trimmers Electrical protection devices AS3575 - Chainsaws, brush cutters and grass trimmers Safety requirements. AS3190 - Approval and test specification - Residual current devices (currentoperated earth-leakage devices) N Y N Fall protection Fire Equipment AS1891.1 - Industrial fall-arrest systems and devices Safety belts and harnesses. AS1891.4 - Industrial fall-arrest systems and devices Selection, use and maintenance. AS4488.2 - Industrial rope access systems Selection, use and maintenance. AS1841 - Portable fire extinguishers - Specific requirements for carbon dioxide type extinguishers AS1221 - Fire hose reels AS12239 - Fire detection and alarm systems - Smoke alarms AS1603 - Automatic fire detection and alarm systems - Heat detectors AS1670 - Fire detection, warning, control and intercom systems - System design, Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 8 of 10
OH&S Considerations for Purchasing Guidelines Item Description Pre-purchase OHS specification (forward to supplier) installation and commissioning AS1851 - Maintenance of fire protection systems and equipment AS2118 - Automatic fire sprinkler systems - General systems AS2941 - Fixed fire protection installations - Pumpset systems AS2419 - Fire hydrant installations - System design, installation and commissioning AS2293 - Emergency escape lighting and exit signs for buildings - System design, installation and operation AS3504 - Fire blankets AS2444 - Portable fire extinguishers and fire blankets - Selection and location Training Upon receipt Inspection Licence & & testing registration Fixed platforms, walkways, stairways and ladders Design, construction and installation AS1657 - Fixed platforms, walkways, stairways and ladders Design, construction and installation. Fume Cupboards AS2243.8 - Safety in Laboratories Fume cupboards. Hand held tools AS60745.1 - Hand-held motor-operated electric tools - Safety - General requirements. Ladders AS1892.5 - Portable ladders Selection, safe use and care. Lasers AS2211.1-9 - Laser safety. Lifts AS1735 - Lifts, escalators and moving walks - General requirements N Y N Machinery AS4024.1 - safeguarding of machinery general principals. Y Y Y Medical equipment Office Furniture and workstations AS3200.1 - Medical electrical equipment General requirements for safety Parent Standard. AS3813 - Plastic monobloc chairs. AS4438 - height adjustable swivel chairs. AS4688.1- Furniture Fixed height swivel chairs Ergonomic and general requirements. Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 9 of 10
OH&S Considerations for Purchasing Guidelines Item Description Pre-purchase OHS specification (forward to supplier) AS3590 - Screen based workstations. AS4442 - Office desks. AS4443 - Office panel systems Workstations. Training Upon receipt Inspection Licence & & testing registration Pressure gauges and regulators Pressure vessels Radioactive apparatus Slings AS4267 - Pressure regulators for use with industrial compressed gas cylinders. AS4706 - Pressure gauges for regulators used with compressed gas cylinders. AS1210 - Pressure vessels. AS2030 - The verification, filling, inspection, testing and maintenance of cylinders for storage and transport of compressed gases - Cylinders for compressed gases other than acetylene Radiation Control Regulation 2003; License to use. Code of practice for protection against ionizing radiation emitted from X-ray analysis equipment. AS2243.4 - Safety in laboratories - Ionizing radiations AS1353 - Flat synthetic-webbing slings - Product specification AS1380 - Fibre-rope slings - Product specification N Y Y Y Y Y Y Y Y Doc No: OHS070.3 Draft Custodian: OH&S Manager Page 10 of 10