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Phase 5: Completion

The next phase of the contractor management lifecycle is to “manage contract completion”.

This phase is to provide for a handover process upon completion of the contractor’s work with the Contract Manager to ensure that all relevant WHS documentation is completed and stored. Additionally, this phase allows University of Tasmania to assess the WHS performance of the contractor for future contractor selection and to ensure that any lessons learned are recorded and shared.

Key steps to this phase that must be undertaken include:

  • Evaluate contractor
  • completing the handover
  • lessons learned
  • ensuring all contract documentation is complete and stored appropriately

Evaluate Contractor

At the conclusion of the work the Contract Manager should evaluate the performance of the contractor against the agreed performance measures. The Contract Manager must notify the WHS Team of any concerns regarding the contractor's performance identified in the Contractor Evaluation Form so that the WHS Team can evaluate whether the contractor can remain as a contractor that meets University of Tasmania WHS requirements. The completed Contractor Evaluation Form must also be stored in the divisional storage location. This feedback should be communicated to the contractor as appropriate.

As part of the Selection and Engagement phase the Contract Manager will have set WHS performance reporting requirements to be measured throughout the contractor’s engagement. As part of this phase, the Contract Manager must review and evaluate the WHS performance of the contractor supplied in the WHS Monthly Performance Reports.

Handover

The effective handover of the completed work to University of Tasmania is a critical activity in ensuring that the contractor’s works are closed out without risks to health and safety.

For Complex Contractors a formal handover meeting must be held with the contractor and any internal stakeholders. The purpose of this meeting is to ensure that all residual risks from the works are identified and that all controls are agreed to and put in place.

Lesson Learned

For Complex Contractors, lessons learned will be captured in the project implementation review. The Contract Manager must ensure that any improvement opportunities are identified and communicated to all relevant stakeholders.

Ensure all Contract Documentation is Complete and Stored Appropriately

Effective management of WHS records and documentation is another critical aspect of contractor management. The Contract Manager must ensure safe and effective storage and retrieval methods of all WHS records and documents relating to the contractor. The WHS records and documents should include (where applicable to the contractor category):

  • WHS Risk Assessments
  • any manuals, technical drawings and designs
  • any site specific WHS Management Plans
  • any SOP/SWMS’s
  • Contractor Phase Checklist
  • all meeting minutes
  • Contractor Evaluation Form
  • audit reports and performance reports for the Contractor
  • work task documentation (approvals, transport licences, disposal tickets).

The WHS records must be stored according to the University of Tasmania Record Management Policy and Procedure.

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