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Tender Process Overwhelming: What items from my WHS Management System do I need to include?


tender process

When including work health and safety (WHS) system items in the tender process, it's important to ensure that potential contractors and suppliers have a clear understanding of your organisation's commitment to safety and compliance with relevant laws and regulations.


Here are some key WHS system items that might be requested as part of the tender process:

  1. Safety Policy Statement: Begin by providing a clear and concise safety policy statement that outlines your organisation's commitment to workplace health and safety. This should include a commitment to comply with all applicable laws and regulations.

  2. Safety Requirements and Expectations: Clearly specify your safety requirements and expectations. This may include compliance with specific safety standards, protocols, and procedures.

  3. Legal Compliance: Ensure that your tender documents specify that all contractors must comply with local, state, and federal health and safety laws and regulations. This includes regulations related to workplace safety, environmental safety, and any industry-specific regulations.

  4. Safety Plans: Require contractors to submit their safety plans as part of the tender response. These plans should detail how they will manage safety throughout the duration of the project. Include expectations for hazard identification, risk assessment, and mitigation strategies.

  5. Safety Training and Certification: Specify any required safety training or certification that contractors and their employees must possess. Ensure that they provide evidence of training and certification as part of their submission.

  6. Incident Reporting and Investigation: Clearly outline the process for reporting workplace incidents and near misses. Contractors should understand their responsibility to report incidents promptly, and there should be a process for investigating and addressing incidents.

  7. Emergency Procedures: Include information about emergency procedures, such as evacuation plans, first-aid requirements, and the availability of safety equipment. Contractors should be aware of emergency contact information and procedures.

  8. Safety Inspections and Audits: Describe how safety inspections and audits will be conducted during the project. Contractors should expect periodic reviews of their safety practices.

  9. Insurance and Liability: Specify the insurance coverage required, including workers' compensation, general liability, and any other insurance relevant to the project. Ensure that contractors understand their liability for safety-related incidents.

  10. Performance Metrics: Establish key performance indicators (KPIs) related to safety, and explain how safety performance will be measured and evaluated. Contractors should know that safety performance is a critical aspect of the project's success.

  11. Penalties for Non-Compliance: Clearly state the consequences of non-compliance with safety requirements. This may include contractual penalties, termination of the contract, or legal action if serious safety violations occur.

  12. Documentation and Records: Specify the documentation and record-keeping requirements related to safety. Contractors should be prepared to maintain and provide records as needed to demonstrate compliance.

  13. Communication and Training: Describe how communication about safety-related matters will occur during the project and how training or safety briefings will be conducted.

  14. Subcontractor Requirements: If applicable, outline the responsibilities of subcontractors regarding safety compliance and integration with the overall safety plan.

  15. Review and Approval Process: Detail the process for reviewing and approving the contractor's safety plan and procedures. Include timelines for submission and review.


Remember that clear communication and alignment on safety expectations are essential to creating a safe working environment. Including these WHS system items in the tender process helps ensure that contractors understand and commit to maintaining a safe workplace throughout the project's lifecycle.

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