Contractors Site Induction

1. Contractors Site Induction • Information for all contractors and sub-contractors working for • Spotless Services Limited on the Auckland Council Buildings in the North and West regions (ACFM Contract)

2. ACFM Contractors Site Induction Checklist Spotless Workplace – ACFM Branch Number – Z184 Status – tick Subcontractor

3. Introduction • About me • Phones • Exits • Toilets • Break rooms • Parking • Sign in • Fill in the start of the pink form • Spotless Workplace – ACFM • Branch Number – Z184 • Status – tick Subcontractor

4. Spotless Services Limited • Spotless was established in Melbourne in 1946 as a Dry Cleaner. • Has now expanded to encompass FM, Food, Cleaning, Laundry and multiple other services. • There are many different sectors Government, Local Business, Defence, Airports, Schools and Hospitals, Prisons, Sports Stadiums, Events such as catering and cleaning of the RWC and London Olympics. • Over 30,000 direct employees, predominantly across Australia and New Zealand.

5. ACFM team

6. NZ Spotless • 35 Location offices in NZ • Over 9,300 employees inNZ

7. Auckland Council • The Auckland Council is the body that governs the Auckland Region. It is governed by a mayor, 20 members of the governing body and 148 members of 21 local boards. It is the largest council in Australasia, with a $3 billion annual budget, $29 billion of assets, and approximately 8,000 staff. • On the 1st of November 2010 The Auckland Council amalgamated these 8 Councils: Auckland Regional Council, Auckland City Council, Manakau City Council, Waitakere City Council, North Shore City Council, Papakura District Council, Rodney District Council, and most of Franklin District Council. • This is generally known as the Super City.

9. The Contract – Spotless Facility Services Limited and the Auckland Council • As of 01 July 2012, Spotless and Auckland Council commenced the Facilities Maintenance (FM) contract partnership for the North and West Regions. Based on a 3 year + 2 Year + 2 Year contract. • Spotless is contracted to provide facilities maintenance, scheduled maintenance and minor project works to the Auckland Council owned buildings and facilities in the North and West regions of Auckland. This includes some regional park areas. • Spotless employees are contracted to carry out normal hours duties during the hours of 0730hrs and 17.30hrs, five days per week. Call outs are required during all other times dependant on the nature of the job • Spotless Facilities Management report to Auckland Council Supplied Services, The Property Department, ACPL and Regional Parks teams. • As such procedures are required to ensure the work being carried out by contractors and sub-contractors complies with the current Health and Safety (H&S) legislation (The Health & Safety in Employment Act 1992).

10. Spotless Scope - • There are 3 Main Council Areas covering 8 Council Wards • Rodney • Rodney • North • Upper Harbour • Kaipatiki • Devonport – Takapuna • Hibiscus & Bays • West • Waitakere Ranges • Whau Ward • Henderson - Massey Council Buildings Include Office blocks and Buildings, Administration Hubs and Centres, Regional Parks buildings, Civil Defence HQ, Public Toilets, Small Waste Water Systems, Libraries, Leisure Centres, Pool Complex’s, Housing for the Elderly, Council owned Corporate Leased buildings, Community buildings such as Halls and Houses and Sports Parks, Crematoria, Glasshouses, Community Leased Buildings and Citizens Advise Bureaus.

11. Map of Auckland • North – Yellow Line • West – Green Line

12. KPI’s Discussion on Work Order Rules

13. KPI’s

14. KPI’s • The contract with the Auckland Council has certain information that needs to be fed back to AC immediately, prior to the invoice. Therefore please provide Spotless with the below information at the appropriate time i.e.:

15. KPI’s • The Cause of the Fault

16. KPI’s • The Impact for this item out of service • The Consequence of this item out of service

17. Authorisation Levels • If the job is going to go over $900, Spotless need permission from the Auckland Council to continue. This is stated on every work order sent out. • If this does happen please advise the call centre, and the approximate cost to of the job. Spotless will need permission to continue, and may need to come back to you for more information or a quote if requested by the council. • Spotless and Auckland Council have the right to reject and invoices over $900.00 without prior approval.

18. Induction Starting the Policies and Rules

19. Site Specific Rules: • Everyone working at a Spotless managed site has a duty of care to: • Take reasonable care for your own safety and health at work and avoid adversely affecting the safety or health of any other person • Comply with all instructions and direction relating to health and safety in the workplace • Follow work procedures and use all PPE and safety devices as instructed for your protection • Report all work related injuries, hazards and incidents to your Spotless contact • Safety Observations are a requirement of Spotless and therefore some may be performed on our Subcontractors. • If attending a site with a Logbook, this must be filled in. These are checked by both Council and Spotless for compliance.

20. Health & Safety in Employment Act 1992 What are Spotless’s responsibilities? • Provide and maintain a safe working environment. • Provide and maintain facilities for the health and safety of employees and contractors at work • Ensure machinery and equipment is designed and maintained to be safe for employees and contractors • Ensure all hazards are Eliminated, Isolated or Minimised where possible • Develop procedures for dealing with emergencies that may arise during the hours of work • Safety is not just management’s responsibility: employees, contractors, volunteers and visitors: Safety involves EVERYONE! • Report all incidents and near misses immediately to your Spotless contact • Identify and report hazards immediately to your Spotless contact.

21. Health & Safety in Employment Act 1992 What are your contractor responsibilities? • Prepare a SWMS (or JSA) for the task you are to undertake and ensure this is approved by your Spotless contact prior to starting work – must be signed by yourself. This must be sent in with the work order and invoice • Ensure your own safety and that of others at all times • Comply with safety standards and all rules and regulations at all times • Know all the procedures in case of an emergency • Carry out tasks only after the appropriate training • Wear and maintain - in good condition, all PPE and equipment required for the task • Do not enter unauthorized areas at anytime • Only carry out tasks and use equipment you are trained to use – proof of training may be requested • Contractors are required to take time to read the site emergency procedures including the specific procedures for the areas they are working in while on site.

22. Contractor Permits As part of the Spotless Contractor Management procedure for all high risk tasks, contractors are required to work under a specific safety management plan/job safety analysis and/or contractor permit to work systems. The permits we may require here at Spotless are: • Hot Work permit • Excavation permit • Confined Space Entry Permit • Working at Heights Permit • Working on or near Live Electrical Equipment • Working near or in areas where there is Asbestos The Contractor Permit to Work must be kept on the job and a copy stored in the job file. A new permit is required for each day of work and must be signed and dated daily. Please note – all jobs requiring a permit must be accompanied by a SWMS – Safe Work Method Statement. Permits and SWMS’s need to be signed off by a Spotless Lead Hand prior to Work Starting. Proof of training may be requested at anytime.

23. Housing and Businesses • Except for Critical and Urgent Jobs all of these jobs need to have an appointment made to work. There should be a contact on the work order to make this appointment with. • Housing and Residential - Tenant • Leisure Centres, Recreation Centres and Pool Facilities, • Cafes, Restaurants and Businesses • Childcare Facilities • Regional Parks - Duty Ranger • If you are unable to get hold of this person or the appointment is outside of the onsite time KPI, call Spotless Contact Centre on 09 571 8000 to record this information. • If you have visited and no one is home, a Spotless calling card needs to be left in the letterbox so the person can call you to make a new appointment. When that happens advise Spotless Contact Centre so we can record.

24. Pools and Leisure Centres • Pools and Leisure centres by their nature have separate and extra hazards and emergencies that need to be considered when working there. • Types of emergencies • Non evacuation • Drowning/Near Drowning • Medical Emergencies • Hold Ups • Evacuation • Fire • Chemical Leak or spillage • Bomb Threat • Detection of an explosive device. During all emergencies be guided by the leisure centre staff

25. Leisure Centres cont: • The plant rooms are particular vulnerable to fire and chemical emergency and need careful monitoring. • To reduce the potential for an emergency situation: • Smoking is not allowed anywhere in the complexes • Do not leave hazardous materials such as cleaning solvents, paper or combustible rubbish in the plant rooms • Do not leave equipment running on no load when it is not required • Do not leave fire stop doors open • Treat Chemicals with respect – do not mix or store together if not recommended. • Do not tamper with reset or adjust equipment if not authorised or trained to do so. • Report any potentially hazardous situation immediately. • A copy of Hazard registers are available on request.

26. Pool Evacuations If the alarm sounds: • The Building warden is the most senior receptionist on site • Follow the directions of the floor wardens to the evacuation sites • Do not pack up or take tools • Ensure area is safe • Do not re-enter the area until Building Warden gives all clear. • At West Wave tunnels and air Con rooms are not evacuated with a floor warden. • Aquatic emergencies – get attention of the closest Lifeguard. Follow lifeguard instructions. • First aiders are on sites if required.

27. Public Health & Safety Rules • No photo images or video image are to be recorded at Pools. If photos of machinery is required permission from the site contact must be gained first, and ensure that no children are in the photo. • No one is allowed to loiter in the recreation rooms during After School or Holiday Programmes • You are not allowed to share a toilet or changing room with a child • Be aware of pedestrians & public in all pool & car park areas – these are busy areas and have extra hazards.

28. Incident & Injury If you are injured at work, no matter how small the injury, you must report all incidents to your Spotless contact and fill out an incident report. (Flash report) By reporting injuries the potential severity can be identified and corrective actions can prevent similar occurrences. Injury Management • What to do if you are injured at Spotless site? • Seek first aid treatment from your personal first aid kit or visit your own doctor • If you need urgent medical treatment call 111 • Report the injury to your supervisor and your Spotless Maintenance Supervisor immediately 09 415 4714 • Complete a Spotless incident form within 24 hours of the incident occurring • All injuries, illnesses, incidents, hazards including near misses, dangerous occurrences, environmental incidents and property damage must be reported immediately. • THERE ARE NO EXCUSES FOR NOT REPORTING INCIDENTS!

29. Emergency Procedure Emergency details for the Spotless office are located on the noticeboards and in the cafe If you discover a fire: • Call out “Fire, Fire, Fire” • Someone is to call Emergency Response; • 111 (from the building) through 111 system • 111 if on a mobile phone through 111 system • Remember to state the location and potential risk • State the Building and Road you are located in/on • Move yourself to the nearest fire evacuation point and report to the Fire Warden • Do not leave the building without notifying or reporting to the Fire Warden.

30. Emergency Procedure • Sound the alarm by activating the nearest call box • Ensure the fire service is called • Dial 111 (from the building or by mobile telephone) • Evacuate immediately by the nearest exit • Report to assembly area as stated for the building you are working in • Do not linger in the building, do not collect your possessions • Do not run • Do not get into your vehicle and drive off until you have informed the warden of the area that you are ok • Do not return to the building until the all clear is given.

31. Dangerous Goods • Make sure you understand the meaning of the various dangerous goods labels as an example of what you might see on this site. Dangerous & Flammable Goods • Contractors are not permitted to bring any dangerous or flammable goods onto the Sites unless these have been approved by the Spotless Maintenance Supervisor. • Detailed procedures and a SWMS will be required for the use of these items on site • Safety Data Sheets (SDS) are required at the worksite and emergency response plans are to be put in place and approved by the Spotless Maintenance Supervisor.

32. Some areas on site are restricted areas where entrance is by authorisation only. You must not enter any building or area that you have not been given permission to enter including restricted areas; report to the Site Contact & Spotless Call Centre.

33. Working at Heights • The Spotless Maintenance Supervisor will ensure a safe work method statement (SWMS) is in place for all working at height projects. • As a sub-contractor you will be required to produce a job safety analysis (JSA) or (SWMS) where required stating the steps you will take when working at heights. • As a minimum, current NZQA 15757 & NZQA 17600 training is required for everyone carrying out heights work. • Each day of work, a permit to work will be required, this must be signed by a working at height trained Spotless Lead Hand.

34. Hot Work Permits • A hot work permit is required for all work where there is cutting, grinding, welding or use of a naked flame. • The Maintenance Supervisor will decide what measures need to be in place while this work is being undertaken. • Work at high risk areas is likely to require the presence of a manned tender. • No work of this nature is to be undertaken without this permit and a SWMS. • To obtain or discuss requirements please contact the Maintenance Supervisor on 09415 4714

35. Safety Signage • Safety signs are there to provide information concerning hazards, restrictions and emergency equipment and exits. • Blue safety signs and lines tell you what safety protection and equipment you must wear in a particular area. • Red safety signs and lines tell you what NOT to do in some areas and highlight DANGEROUS situations.

36. Safety Signage • Green safety signs and lines tell you where emergency equipment is found. • Yellow safety signs and lines tell you to use caution.

37. Hazard Register Hazards have been identified for each working area and are recorded in the Spotless Hazard Register of the site. This hazard register can be found on the Spotless office noticeboard or in the lunchroom. This register is updated regularly as a result of people identifying new hazards, or reassessing existing hazards and implementing measures to reduce their severity. Spotless uses this calculator to risk score hazards If you see a hazard and wish to report it, please fill out a Take 5 Hazard/Risk Identification booklet located at the site office.

38. Machinery Hazards • Always keep your equipment and machinery in good order. • Machine guards and other safety devices are provided for your protection and must be in position when the machine is in operation. • Guards must never be removed from equipment without discussing this with your Spotless contact. When you are working on a guard, always ensure it is put back in place before you leave the work area and left safe for use for others. • If you come across a piece of equipment or machinery that has exposed moving parts, you are required to report this to your Spotless Maintenance Supervisor immediately so the equipment can be isolated • Report any faulty or unsafe equipment to your Spotless contact immediately do not use faulty or unsafe equipment and ensure there is a lock out tag placed on the piece of equipment asap. • Power tools and electrical extension cords must be commercial grade, in safe condition at all times, and regularly inspected by an electrician. • Inspection tags must be fitted on all leads and tools - No current tag…. No Use! • 3 month testing and tagging required for tools used on Auckland Council Sites.

39. Lock Out Tag Out (LOTO) • Two types of tags are used for LOTO (lock out/tag out):- • Danger tags – are red, white & black and are used to highlight equipment that must not be operated as injury to personnel may occur • These are used primarily by electricians • Out of Service tag – are yellow and black and are used to highlight faulty equipment, that if started may cause further plant and equipment damage. Three basic rules must be observed: • No-one is to operate equipment that is locked out and/or tagged with a tag • No-one is to use another person’s Danger Tag • No-one is to remove a lock or Danger Tag placed by someone else • If you lock out or tag out any equipment you are required to discuss this with your Spotless Maintenance Supervisor immediately.

40. Chemical Hazards • You must produce evidence of full training on the correct use of the chemicals and dangerous good you are using before you work on this site. • You must provide Spotless with the Safety Data Sheets prior to approval to bring any chemicals or dangerous goods on site • Not everyone uses chemicals. If you do, you need to be aware of their dangers and risks. When using chemicals appropriate protective clothing (PPE) as stated on the safety data sheet (SDS) must be worn at all times. • Spotless will require a job safety analysis (JSA) for the use of chemicals all sites. • No unapproved chemicals are to be brought on site until a risk assessment is carried out and the chemicals are approved by the Spotless Maintenance Supervisor for use.

41. Manual Handling Risks associated with Manual Handling is high in our industry. Please ensure that when lifting items to always: • Take 5 – assess the load, • use mechanical devices like trolleys where possible • lift using the muscles in your upper legs (not with your back) • ask for help when required • never twist your body, reposition your feet as required.

42. PPE – Hearing Protection • You are required to use AU/NZS Standard hearing protection if you are using equipment or machinery that exceeds 85dB on any of the Spotless sites. • Areas where these items should be worn are clearly marked with signage. • If you are not sure, ask your Spotless contact or contact centre. Housekeeping Good housekeeping is important for: • Injury prevention. • Reducing the risk of fire. • Ensuring a sense of pride. • Regardless of your position within the company or your relationship, attention to good housekeeping standards will be both expected and supported.

43. Environment Policy • Spotless has a sustainability policy which you will find on the Spotless office notice board. • All employees and sub-contractors are responsible for looking after our environment and for identifying and assessing hazards and controlling associated risks. • In case of environmental contamination or spills speak to your Spotless contact immediately - report it! • Support recycling where possible and clean up after each job. • Nothing is to be washed down storm-water drains • Spill kits are available however only trained people should clean up chemical spills • Waste Disposal Program • Ensure that appropriate PPE is worn. • Signage and barricades should be in place while waste is being removed to prevent injury to people in the area. • No dangerous/ flammable goods are to be disposed of into any waste bin. • It is the contractors responsibility to remove and dispose of all waste.

44. Quoting • Sometimes we may ask for quotes on works. • Quotes up to $5000 • These quotes must be broken down into • Labour • Materials • Description of works is required • Initial work order reference • Quotes over $5000 need a full quote process.

45. Guide Guide for Vans

46. Induction sign off Please fill out the Spotless Site Induction Checklist – Visitors and Contractors

47. Are there any Questions?

48. What to do next • In order for us to issue an ID badge the following need to be handed in (along with the requirements of the form) • ID Badge form – and associated form • Electronic version of a photo (named so we know who you are) • Online induction • Proof of inductions • Proof of qualifications • CRC check and ID

49. Online Inductions

50. ID Badge Form