Human Resources Procedures/Guidelines
Milestones in Capital Project Moves, Staff Relocations and Major Renovations

Category: Health and Safety
Sub-Category: General

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1. Pre-Planning

During this stage, activities such as feasibility studies, community consultation, technical and environmental reviews and identification of program requirements take place.

JHSC/H&S Rep/Divisional Health and Safety Committee Consideration:

Notify the JHSC/H&S Rep, if feasible, recognizing that budget has not yet been submitted or approved and that the future of the project is uncertain. It is particularly important that the JHSC/H&S Rep be notified if employees in the workplace are aware of activities that are taking place, as these employees may approach JHSCs/H&S Reps if there are health and safety concerns.

2. Design and Budget Development

During this stage, the concept is further developed, costs are estimated, a preliminary schedule is prepared and budget is sought.

JHSC/H&S Rep/ Divisional Health and Safety Committee Consideration:

Notify the JHSC/H&S Rep/Divisional Health and Safety Committee, if such notification has not already taken place and as the future of the project becomes more certain. Consider any feedback provided by the JHSC/H&S Rep/ Divisional Health and Safety Committee.

3. Request for Proposals and Contract Award for Architect and/or Engineer

Many activities occur during this stage, including budget management, preparation of reports to Committee and Council, consultant documentation and selection, preparation of contract documents, client needs assessment, space planning, furniture selection, identification of needed compliance with codes, obtaining permits, preparation of tender documents.

JHSC/H&S Rep/ Divisional Health and Safety Committee Consideration:

This is the key stage at which consultation with the JHSC/H&S Rep/ Divisional Health and Safety Committee is needed. Information regarding intended design of the new or renovated space is to be shared with the JHSC/H&S Rep/Divisional Health and Safety Committee and feedback is to be sought regarding any health and safety hazards to be addressed or prevented. Management will consider the feedback received and ensure that measures considered appropriate to address this feedback are incorporated into contract documentation. Information regarding management's efforts to address the JHSC/H&S Rep/ Divisional Health and Safety Committee's suggestions and/or recommendations is to be communicated back to the JHSC/H&S Rep/ Divisional Health and Safety Committee. In the event that the JHSC/H&S Rep made recommendations, the 21-day response time and other legislative requirements regarding recommendations are to be met. Information with respect to environmental assessments that impact health and safety (e.g. presence of asbestos, designated substances, etc) is also shared.

4. Preparatory Work

This stage incorporates steps such as prequalification/quotation/tender for the contractor, a site meeting, contractor selection, preparation and processing of contract documents and preliminary site preparation (e.g. demolition, environmental remediation).

JHSC/H&S Rep/ Divisional Health and Safety Committee Consideration:

If the work performed at this time (e.g. demolition, environmental remediation) is taking place in a work location that continues to have employee occupancy (in the non-construction area), ensure JHSC/H&S Rep is kept advised of the work that is being undertaken and the measures that are being followed to ensure the health and safety of employees. There are occasions (e.g. during a significant asbestos removal or remediation) when a JHSC member/H&S Rep should be given the opportunity to attend a site meeting or that portion of a site meeting when health and safety issues are being discussed.

5. Implementation

At this stage, the work is performed, most often by a contractor who functions as constructor. City staff conduct quality control, hold site meetings, resolve conflicts and disputes, validate claims of substantial completion and manage plans for staff re-occupancy.

JHSC/H&S Rep/ Divisional Health and Safety Committee Consideration:

Throughout much of this stage, there is no unique role of the JHSC/H&S Rep/ Divisional Health and Safety Committee (other than would be their role in all circumstances). In the event that health and safety hazards or concerns with the performance of the work are noted by the JHSC/H&S Rep., they should be reported to divisional management who, in turn, will communicate the hazard/concern to the project manager to be addressed with the contractor.

Later in this process, the project manager is to share information regarding outstanding health and safety deficiencies with divisional management who, in turn, will share health and safety deficiency-related information with the JHSC/H&S Rep.

6. Post-Implementation Review

This stage involves steps such as resolution of all deficiencies, project sign-off, closing off permits, obtaining occupancy permits (if required), turning over the location to the client division, etc.

JHSC/H&S Rep/ Divisional Health and Safety Committee Consideration:

During this stage, a JHSC/H&S Rep inspection of the area is to be undertaken in advance of employees' occupying/re-occupying the space. Relevant information from the inspection report is to be provided to the project manager by divisional management. This information, where appropriate, will be provided to the contractor for action.

During this stage, divisional management continues to communicate with the JHSC/H&S Rep as health and safety deficiencies are addressed.

7. Post-Construction/Renovation

Following the move/staff relocation/major renovation, new hazards that are identified or concerns that are raised should be addressed through regular JHSC/H&S Rep processes.


Approved by

  • Occupational Health and Safety Coordinating Committee (OHSCC),
  • February 28,2012

Date Approved

February 28, 2012

Reviewed by OHSCC

September 29, 2015

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