procedure for safe management of contractor works in...

Caltex Australia Petroleum Pty Ltd

Procedure for Safe Management of Contractor Works in Defined Safe Areas Uncontrolled When Printed Advisors – Chris Ryan/Steve Ferguson Intended Date for Review - 18/03/2012 Sponsor - Paul Rodwell

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Table of Contents 1. PURPOSE, OBJECTIVES & SCOPE ....................................................................................................................... 2

1.1 Purpose ............................................................................................................................................................. 21.2 Objectives ......................................................................................................................................................... 21.3 Scope ................................................................................................................................................................ 2

2. DEFINITIONS ............................................................................................................................................................ 33. ROLES & RESPONSIBILITIES ................................................................................................................................ 34. WORK PROCEDURE DETAILS ............................................................................................................................... 3

4.1 Job Safety Analysis (JSA) ............................................................................................................................... 34.2 Discuss Hazards Identified, Controls and Requirements ............................................................................ 44.3 Creating a Defined Safe Area .......................................................................................................................... 44.4 Approving a Defined Safe Area ...................................................................................................................... 44.5 Daily Preparation of Job Site/Equipment/Plant ............................................................................................. 44.6 Pre-job Safety Review ..................................................................................................................................... 54.7 Dealing with Changed Conditions .................................................................................................................. 54.8 Work Completion ............................................................................................................................................. 5

5. MARKETING SPECIAL WORK INSTRUCTIONS .................................................................................................... 66. ATTACHMENTS ....................................................................................................................................................... 97. REFERENCES .......................................................................................................................................................... 98. REVISION HISTORY ................................................................................................................................................. 9

Procedure for Safe Management of Contractor Works in Defined Safe Areas Uncontrolled When Printed

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1. PURPOSE, OBJECTIVES & SCOPE

1.1 Purpose This procedure establishes minimum requirements for Caltex engaged contractors performing work in Defined Safe Areas on and offsite immediately adjacent land of Caltex Owned or Leased retail sites and depot fronts.

1.2 Objectives Overall objectives of this procedure are to ensure that:

• All work is performed in a safe and controlled manner.

• Information and guidance on controlling risks associated with project work, maintenance and site construction activities is provided to engaged contractors

• The Work Clearance and Work Permit processes are supported as an established control measure.

The development, implementation and performance monitoring of this procedure also specifically aims to:

• Comply with current Legislation, Codes of Practice, Australian Standards and industry best practice to ensure the health & safety of people at work;

• Ensure appropriate people are authorised to carry out non-routine work;

• Clearly communicate to people carrying out the work the exact identity, nature and extent of the job and the hazards involved, and any limitations on the extent of the work and the time during which the job may be carried out;

• Specify the precautions which need to be taken, including safe isolation from potential risks such as electricity and dangerous goods or hazardous substances;

• Ensure the other relevant people at the facility are aware of all work being conducted under the Work Clearance and Work Permit processes;

• Provide a system of continuous control;

• Provide a record of the nature of the work performed.

1.3 Scope This procedure applies to non routine work undertaken by Contractors (including their employees and sub contractors) working at or on the immediate environs of Caltex owned or leased Retail sites and Caltex owned or leased Depot fronts or any joint venture operations (Retail) where Caltex is the managing company.

This procedure also applies to Specified Project and Maintenance Works at Caltex owned or leased Depots and Terminals or any joint venture operations where Caltex is the managing company.

This procedure does not apply to the following circumstances;

• Works inside Caltex owned or leased depots, where Caltex is not the managing company and terminals,

• Any maintenance work or construction activities to be conducted under the Caltex Permit to Work Procedure (or supporting Hot Work, Excavation, Safe Entry, Work at Heights Procedures and HV Electrical Installation work) as this will be required to be performed under Work Permit and associated Certificates


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• Where Caltex Project or Engineering Services or its designated Facilities Maintenance Provider determine that the creation of a Defined Safe Area by itself does not provide the desired level of control for abnormal or complex work and additional measures or controls are necessary

• Emergency services carrying out response activities under their jurisdiction which is also addressed in Local Emergency Response Planning arrangements.

2. DEFINITIONS See Definitions - Work Permit and Work Clearance document for the full list of definitions. (attached)

3. ROLES & RESPONSIBILITIES

Title Responsibilities Competencies Site Manager • Understand the scope of non routine work/s to

be completed under the Caltex Work Clearance or Work Permit

• Acknowledge the creation of a Defined Safe Area

• Communicate to other site staff • Stop work where conditions arise that would

make continuing the work unsafe

• Knowledge of the relevant Operations Manual

Project Services or Engineering Services representative

• Recommend the establishment of a Defined Safe Area

• Coordinate the development of the Contractors site specific Risk Assesment and JSA and SWMS

• Knowledge of the relevant Engineering Standards

• Caltex Work Clearance and Work Permit

Contractor / Contractor employees

• All employees must understand the Self Permit Work Clearance and Work Permit Process

• Address any unsafe work activities

• Caltex Work Clearance and Work Permit

Work Clearance Writer • Only persons trained in the Caltex Work Clearance System are authorised to write the clearance form

• The clearance writer must have knowledge of the site conditions prior to authorising the clearance

• The clearance writer must sign the form at the completion of the work/s

• Caltex Work Clearance System

• Relevant competencies to perform work/s

4. WORK PROCEDURE DETAILS

4.1 Job Safety Analysis (JSA) The Contract Company engaged by Caltex or its appointed Facilities Maintenance Provider will develop and supply all JSA’s (i.e. JHA, JLA, SWMS, etc.) to be used in completing the scope of


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works as defined by Caltex or its FM Provioder representative. A site specific risk assessment must be completed to ensure the JSA is specific to the scope of work to be carried out on site.

4.2 Discuss Hazards Identified, Controls and Requirements The Contractor Representative and the Site Manager must discuss the identified hazards, controls and requirements of the work/s to ensure there is a mutual understanding and agreement of all requirements. These requirements must be clearly identified in the JSA’s and/or SWMS’s developed for the work scope.

4.3 Creating a Defined Safe Area Rev. 12.1 The area where work/s is to be conducted is known as the Defined Safe Area. This is achieved by

one of or a combination of the following:

• Installation of plastic barricading or temporary fencing

• Safety cones with either tape or rails

• Restricted access signs

• Fill and dip point lids are to be secure within the Hazardous Zone (as per the Service Station Hazards Map).Check for the location of tank vents within and adjacent to the Defined Safe Area

• Pumps within the hazardous zone and the Defined Safe Area are to be isolated by locking and tagging the control switch/s, circuit breaker/s or by removing fuse/s

• Panels are to be removed from all pumps within the Defined Safe Area and the area/s around the pump base/s are to be checked for any signs of pooled product and or leaks. If product is found do not commence any work, immediately contact the Caltex representative responsible for the work.

• Check the location of all LPG equipment including Swap-N-Go cage. If you suspect or detect any leaks you must inform the site operator, no work to commence until the leak is rectified.

• Stop any vehicles from filling within four (4) metres of the Defined Safe Area.

• Ensure at least one charged fire extinguisher, provided by the contractor, is located adjacent to the work area.

All work is to cease immediately in the event of any product spills or if a delivery tanker arrives on site. Work may only recommence after the spill is cleaned up or the delivery tanker has left the site.

4.4 Approving a Defined Safe Area A person from the Caltex appointed Facilities Maintenance Provider or a Caltex trained Permit Officer along with the Site Manager will approve the creation of a Defined Safe Area for an agreed scope of works as defined in the Project.

4.5 Daily Preparation of Job Site/Equipment/Plant Prior to commencement of work the Contractor or Contractor Representative must verify that the steps needed to properly and safely prepare the job site/equipment/plant for the start of the work as noted on JSA have been completed. These preparations must be completed by the appropriate person qualified and competent to perform such tasks. Typical preparations specific to the work may include, but are not limited to the following;

• Equipment preparation

• Stopping product movements

• Sealing all drains within the defined safe area


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• Placement of fire-fighting equipment

• Communications to all affected parties.

4.5.1.1 Daily Authorising Work to Commence The Contractor or Contractor Representative must verify the following;

• All conditions, requirements and control measures required by the Defined Safe Area Certificate and JSA documentation have been implemented and fully met,

• No other work will be performed in the area that will impact the safety of the work,

• That all parties responsible for supervising and executing the work scope understand and are prepared to undertake the work according to the conditions and requirements.

Once all of the above items have been addressed, the following steps must be completed;

On a Retail Site

• Contractor or Contractor Represenative signs the Work Clearance Form

• The site operator signs the Work Clearance Form

On a Depot or Terminal

• Contractor or Contractor Represenative notifies the Site Manager (or Permit Officer)

4.6 Pre-job Safety Review It is the responsibility of the Contractor or Contractor Representative to;

• Ensure the Work Supervisor/Foreman (if not themselves) understands the allowed work scope under the Work Clearance

• Ensure a Pre-Job Safety Briefing is conducted with all workers in attendance prior to the start of work with reference made to the JSA and all workers sign on to the job,

• Ensure that all workers are aware they have the right to stop the job and exit the work area if they have serious safety concerns,

4.7 Dealing with Changed Conditions Stop work if any conditions change that will affect the safety of any persons the assets or the environment. Contact the person who prepared the Work Clearance or Permit for further instructions.

4.8 Work Completion When the work has been completed as per the job scope, the Contractor or Contractor Representative must advise the work status to the Site Manager. The Site Manager must review the job site to ensure the following conditions have been met;

• Jobsite has been left in a safe, clean and orderly condition,

• Any plant and equipment isolated for the work has been safely returned to service.

It is the responsibility of the Contractor or Contractor Representative that the work area is left in a secure, clean and tidy condition. At a Retail Site the Contractor or Contractor Representative and the Site Manager must sign the Work Clearance form to agree that all work/s has been completed satisfactorily.


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5. MARKETING SPECIAL WORK INSTRUCTIONS

Use of Power Tools All power tools are to be used safely and only for the purpose for which they are intended. Where ever possible, electrical power tools (including battery operated) shall have the following safety features:

• A safety catch or switch to prevent accidental switching on of the tool

• A ‘soft start’ to prevent kick back on start-up

• A safety clutch to disengage the tool if a kick back occurs

• An automatic switch-off mechanism which operates on contact with live mains conductors

The following tools are recommended for use in order of preference: • Air tools complete with 30 metres of high pressure hose and fittings

• Intrinsically safe or brushless motor battery operated tools

Battery operated tools

• Where battery operated tools are used the battery must be taped to the tools casing when in use

• Battery changes are to be done outside the Hazardous Area / defined Safe Area

Mains supplied power tools

• Power supply must be sourced from outside both the Hazardous Zone and the Defined Safe Area. If an extension cord is required it must be continuous from the power outlet to the cord on the equipment.

• The extension cord must be connected to the mains power outlet via a commercial residual current device

• The extension cord must be connected to the equipment cord by a mechanical device to prevent accidental disconnection.

• All extension cords must be protected from damage. If the extension cord is placed on the ground it must be covered to mitigate trips and falls. If it is run aerially it must be installed and secured in a manner that does not restrict the passage of people and or vehicles across `the site as would be the case for normal trading operations.

Concrete Cutting, Breaking and Drilling Rev. 12.1

All underground services must be identified prior to commencing work. • To minimise accidental cutting of service lines, fuel lines and pump communication lines a

specialised contractor is to be used to locate all lines. NOTE: Electrical conduit(s), fuel and other services piping can be embedded in the concrete paving slab and/or in contact with the underside of the slab. They are not always installed at the recommended minimum burial depth(s). All cabling on the forecourt is to remain live at all times to ensure minimise disruption to the operation of the service station and to assist the locators to identify cable (lighting/signs) that may otherwise only be used at night. • Any compressor used must be located outside the Hazardous Area, hoses to be arranged to

avoid trip hazards


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• Check pits and drains within 4 metres of the work area thoroughly for fuel leaks and cover with plastic or hessian. Ensure that the cover is sealed around the edges to form a vapour tight seal.

• Ensure fill and dip point lids within 4 metres of the work area are secure and sealed with either hessian or plastic.

• Isolate, lock and tag out pumps within 4 metres of the work area. • Remove panels from pumps within 4 metres of the work area and check for pooled product

and leaks. If product is found do not continue until the spill has been cleaned up and the source stopped. Ventilate the pump base to remove vapours and reinstall covers before work commences

• If cutting concrete within 4 metres of dispensers (Petrol, Diesel & LPG), wrap dispensers to a height of 1.2 metres above the paving with a minimum of 2 layers of wet hessian. Wrapping must be sealed at the ground with wet sand or equivalent to form a vapour tight seal. Wrapping must be kept wet until all cutting completed. Plastic wrapping of dispensers is not permitted due to ineffective vapours seal, the likelihood of movement in windy conditions and the possibility of adhering to pump panels when exposed to excessive heat.

• Check all LPG equipment (including the Swap N Go cage) within 4 metres of the work area for leaks. If you suspect a leak inform the site operator. Do not start work until you are satisfied there are no leaks.

• Do not allow any vehicles to refuel within 4 metres of the work area • All works to cease when any delivery of fuel/s or LPG is performed by road tanker on the

forecourt • One charged fire extinguisher, provided by the contractor must be located adjacent to the

work area. • Provide a fire and traffic watch, in addition to all other personal required for the work, during

the work activities and ensure that the person is familiar with fire protection, fire fighting equipment, site emergency response procedures and all reasons to stop work.

• Saw cutting depth should be set 10mm less than the expected concrete thickness. (e.g. 90mm depth set for 100mm thickness)

• Wet cutting, breaking and drilling methods are recommended for all concrete work. Excess use of water should be avoided and care should be taken to ensure hydrocarbons are not carried to the surface by water.

• Concrete cutting equipment shall be 'walk behind' type as they permit superior control of cut alignment and depth. The use of hand held cutting equipment is only permitted where a walk behind type cannot access.

• Where air and hydraulic tools are not available, diesel powered tools are to be used. Where these tools are not available, the use of petrol powered tools shall only be considered after consultation with the permit issuer. Electric power tools shall not be used as they pose unacceptable risks from spark generation and electrocution.

• Cutting complete thickness may only be carried out if all service line/s have been identified and will be avoided during the cutting.

• The contractor must maintain the run-off of all slurry caused by the concreting cutting and or drilling process

• When breaking concrete for removal over trench/excavation DO NOT COMMENCE BREAKING IN THE SAW CUT, break nominally 100mm from the saw cut, to minimise risk of over-break. Cross cutting of the trench or area to be removed should be considered, to create manageable pieces and minimise need to use mechanical/hydraulic breaking equipment. Break out concrete over the service line/s with extreme caution using minimum force. Continue this method until the service line/s are exposed.


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Additional precautions for cutting where service lines identified Rev. 12.1

1. Services at a known location and depth exceeding 200mm, proceed as for slab without services present;

2. Services at known location but unknown depth, set saw blade for maximum cut depth of 20mm for minimum 200mm either side of the identified service(s);

3. Break out concrete over the service(s) with extreme caution, use minimum effort possible to fracture concrete until the service conduit(s) is exposed. Note the service(s) may be within the slab thickness;

4. If an identified service line is an electric cable and the main power supply line cannot be identified then the mains power must be turned off and locked out. Refer to Caltex Document – “Corporate minimum expectations for work on or nearenergised low voltage electrical installations and equipment”

5. If the identified service(s) is an electric power cable, other than the site mains power, cross cut the trench both sides of the potential service zone and remove sections of the concrete paving. Then manually excavate under the paving until the service(s) can be positively identified. If no service is found assume it is within the slab thickness. Isolate the site power at the main switchboard supply point to minimise risk of electrocution while cutting & breaking the suspect slab area, as per points 2& 3 above.

Using Boom Lifts for Under Canopy Work

As a type of mobile elevated work platform (MEWP), a boom type MEWP is one in which the platform is supported by a hinged member that may be luffed, telescoped or slewed. At all times, MEWP shall be operated in accordance with the manufacturer’s instructions (or if not available those approved by an appropriate authority or the relevant Australian Standards), and operated only by appropriately trained and qualified persons. A pre-start inspection of hired equipment should occur and evidence of plant inspection and maintenance must be available. Fall from heights risks should be controlled through the application of fall restraint devices (physically limit the person reaching a point where a free fall is possible)


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In defining the safe work area, specific attention should be given to: • Positioning of MEWP (surface, slope, canopy structures, hazards to persons working below and

public safety)

• Actual MEWP dimensions, working height and reach

• Environmental considerations (such as emissions and noise)

In addition to physical proximity hazards posed by work under service station canopy, atmospheric conditions in particular the potential presence of hydrocarbon vapours (where vents are located on top of canopy) should be recognised. Regular gas testing must occur within this hazardous zone where powered tools are required to perform the work. A spotter in a prominent position to view proximity hazards from overhead structures, changes in conditions and any emerging hazards during operation of the MEWP shall be on site at all times.

IMPORTANT Rev. 12.1 Any requirement for an MEWP to be operated near power lines as part of the project works must, not

proceed without, as a minimum: • Review of Caltex Eletrical Safety guidelines for approach distances to power lines, and • detailed review of the local power supply authority recommended approach distances.

Traffic management Access to roof for inspection Work on roof where no fall protection required

6. ATTACHMENTS Attachment 1 – AIP Service Station Hazards Map Attachment 2 – Work Classification Flowcharts

7. REFERENCES AIP Work Clearance System AIP Service Station Hazard Map Pre-job Safety Briefing Site specific JSA’s / SWMS’s

OTHER GUIDANCE DOCUMENTS This procedure is designed to be in full compliance with the relevant state based Workplace Health & Safety legislation and associated AS 1940 (2004) The storage and handling of flammable and combustible liquids, AIP Work Clearance System, AS 60079.10 Classification of Hazardous Zones

8. REVISION HISTORY Original Document Development and Review Team Daryl Osborne, Steve Ferguson, Paul Rodwell First Issue Date: March 2010 Current Issue Date: February 2011 Amendment Details

Amendment Date Amended By Amendment Details


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28/01/2011 Steve Ferguson Include WaH information for under canopy work

18/11/2011 Steve Ferguson / Sean Crundall / Chris Ryan

Full review and update


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If you answered 'Yes' to any line item in Section B of the API Work Clearance Form follow work classification instructions below. List 1 List 2 Electric or petrol motorised equipment (eg scissor lifts excavators)

Hand held electric tools (including battery Operated drills, screw drivers or similar)

Blow torches/soldering/brazing equipment

Non-petrol motorised equipment

Oxy-acetylene or electric welding equipment

Other devices with potential source of ignition – other than a naked flame

Any other device with a naked flame

Concrete cutting, breaking or drilling equipment

Required work control system for list 1 equipment

Where is the work on site?

AIP issued site Hazards Map for the facility type

Required work control system for List 2 equipment

Obtain permit and hot work certificate from Company Representative

In a Hazardous Zone Create a Defined Safe Area. If work includes concrete cutting breaking or drilling, obtain work procedure from Company Representative.

Review with person who engaged you to do the work (Caltex Prime Contractor or Company Representative) re need for Work Permit(s) or instructions to create a Defined Safe Area

Above a hazardous zone – height limits as per AS60079.10 (not limitless as per WPCG Work Clearance) CHECK – some of your equipment may be within hazardous zone(s)

Create a Defined Safe Area with perimeter barriers for safety control of workers and customers

If work includes concrete cutting breaking or drilling, obtain work procedure

Create a temporary open area

Outside hazardous zone but with potential to impact on a hazardous zone

Create a Defined Safe Area with perimeter barriers for safety and control of workers and customers

Outside hazardous zone and no potential to impact a hazardous zone


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ATTACHMENT 1: AIP Service Station Hazards Map


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ATTACHMENT 2: Work Classification Flowcharts

Electric or petrol motorised equipment(e.g. scissor lifts, generators Soldering or brazing equipment Oxy-acetylene or electric welding and grinding Any device producing a naked flame or a sustained burst of sparks

In a Hazardous Zone as per AIP Service Station Hazards Map

Obtain a Permit to Work and appropriate Certificates from a Caltex trained Permit Officer

Hand held power tools (including battery operated) Non-petrol motorised equipment Other devices with potential of an ignition source (other than naked flame) Concrete cutting, breaking and drilling

In a Hazardous Zone as per AIP Service Station Hazards Map

Create a Defined Safe Area and refer to the procedures for: Power tools Concrete cutting, breaking and drilling

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