HomeMy WebLinkAboutCounty of Newell Request for Safety Codes Services RFP 2025-SCS (1)COUNTY OF NEWELL
REQUEST FOR PROPOSAL 2025-SCS
Issue date: September 2, 2025
SAFETY CODES SERVICES
Building, Plumbing, Gas, Electrical and Private Sewage Disposal Systems Disciplines
Proposal Submissions Closed on October 1, 2025 at 3:00:00 pm MST
County of Newell Request for Proposal
1.INTRODUCTION
The County of Newell is an accredited municipality with the authority to issue permits under the
Alberta Safety Codes Act.
Nestled in the heart of southeastern Alberta, the County of Newell is a thriving rural municipality
known for its strong agricultural roots, innovative spirit, and diverse landscapes. Home to several
hamlets—the County offers a unique blend of small-town charm, economic opportunity, and
natural beauty. With a commitment to sustainable growth, excellent infrastructure, and a high
quality of life, the County of Newell is a dynamic region where tradition meets progress.
The County is seeking a qualified accredited agency to provide Alberta Safety Codes permit and
inspection services in accordance with the County’s Quality Management Plan (Schedule A) in
the Building, Electrical, Plumbing, PSDS, and Gas disciplines. The successful agency will work with
the Planning and Development Department.
Your organization is invited to submit a proposal for the provision of Safety Codes Services to the
County of Newell, as set out in this Request for Proposal.
Date Issued:
Closing Date:
Closing Time:
September 2, 2025
October 1, 2025
3:00:00 pm (MST)
Note: this RFP does not commit the County to award a contract or pay any costs incurred
in the preparation of a proposal, or attendance at a meeting with County Administration.
2.GENERAL INSTRUCTIONS
All inquiries shall be submitted in writing via email to:
Maria Jackson
Supervisor of Planning and Development
Email: jacksonm@newellmail.ca
All questions must be submitted in writing by September 15, 2025. If warranted an addendum will
be issued on September 17 to provide clarity.
Request for Proposal submissions shall be sealed and marked as follows:
RFP 2025-SCS – Safety Codes Services
Attn: Maria Jackson
Supervisor of Planning and Development
County of Newell
183037 RR 145
Brooks, AB T1R 1B2
Proposals must be received at the County of Newell Administration Office in accordance with the
time and date set above. Proposals received after the deadline will not be accepted for
consideration. Faxed or emailed proposals will not be accepted or considered.
County of Newell Request for Proposal
The County is not responsible for the timelines of documents delivered, nor will the County accept any
proposal delivered to a location other than the above-specified address.
3.PROPOSAL SUBMISSIONS
3.1. Submission Details
One (1) unlocked electronic copy (PDF) to be submitted via OneDrive at
https://countyofnewell-
my.sharepoint.com/:f:/g/personal/jacksonm_newellmail_ca/Er26AyL5JZBDgjS4WWWzNhQBFG6
nPzCN0bhhfVlP6A9opw
and two (2) hard copies, with identical content as the electronic copy, shall be submitted to the
County by the date and time noted above. As noted, electronic PDF files submitted by email will
not be accepted or considered. In the case of conflicts or discrepancies between the hard copies
and the electronic version, the hard copies of the proposal shall govern.
The Proposal submission shall be submitted in one sealed package, clearly marked as stated
within Section 2: General Instructions, in addition to the Accredited Agency's name and address.
3.2. Conflicts of Interest
The Accredited Agency, in making the submission, shall have no pecuniary interest in the
business of any third party that would cause, or seem to cause, a conflict of interest in carrying
out any consulting services for the County related to this project. Should such an interest be
acquired during the RFP process, the Accredited Agency shall immediately declare it to the
County. The County will, immediately upon notification, take action as deemed appropriate. This
may include rejection of the submission.
3.3. Addenda
Should questions or inquiries lead to the need to modify or clarify any portion of the RFP
documents, the modifications or clarifications will be issued in writing to all interested Accredited
Agencies by addenda. The County, its agents and employees shall not be held responsible for
any information given by way of verbal or oral communication. Any addenda issued prior to the
closing date and time will form part of the RFP documents.
All addenda will be issued and made available via the Alberta Purchasing Connection (APC)
website.
3.4. Discretion, Rejection and Cancellation
The selection of an Accredited Agency for this project will be at the sole discretion of the County
as appropriate. The County shall not be obligated to accept submissions that are unsigned,
incomplete, conditional, illegal, or that contain irregularities of any kind, or if the Accredited
Agency fails to meet the submission requirements as stated in this RFP. The County reserves the
right to deny selection to any Accredited Agency whose credentials or performance has been
deemed unsatisfactory to them in the past. Selection can be withdrawn at any time due to
changes in personnel of the proposed Accredited Agency’s team without prior agreement with the
County. The County reserves the right to cancel this RFP process at any time, or waive any
irregularities, if it so chooses to not proceed any further with this project for whatever reason.
County of Newell Request for Proposal
3.5. Submission Costs
All costs and expenses incurred by the Consultant in the preparation and submission of their
response to this RFP are the responsibility of the Consultant. The County is not responsible for
these costs, or any liability incurred by the Consultant in responding to this RFP.
3.6. Confidentiality
All documents submitted to the County will be subject to the protection and disclosure of the
Access to Information Act and the Protection of Privacy Act.
4.PROPOSAL SUBMISSIONS REQUIREMENTS
4.1. Cover letter
The proponent’s cover letter must be dated and signed by a company official who is authorized
to negotiate, make commitments, and provide any clarifications with respect to the proposal.
4.2. Corporate Profile
Proponents will provide a summary of the organization’s key attributes, office location, and proof
that the organization is in good standing with the Safety Codes Council and the Worker’s
Compensation Board.
4.3. Scope of Services
Proponent’s bids will be based on the County’s Quality Management Plan (Schedule A).
Proponents are required to provide details about their organization’s ability to satisfy the
requirements outlined below.
a)Permit Issuance:
•The agency will be expected to issue permits, provide plans review and inspection
services.
•How the proponent will provide this service.
b)Compliance Monitoring:
•How the proponent will monitor compliance with the permit requirements.
c)Permit Closure:
•How the proponent will determine when a permit may be closed.
d)Required Permits:
•How the proponent will ensure that all development obtains the required Safety
Codes Permits.
e)Enforcement and Order Issuance Procedures:
•How the proponent will undertake enforcement action if necessary.
f)Availability:
•How the proponent will make Safety Codes Officers available for consultation with
Municipal departments.
•How the proponent will make Safety Codes Officers available for consultation with
landowners, contractors, and others who require information and assistance with
Safety Codes issues.
•Indicated the time frame for permit issuance and time between a request for
inspection and the onsite inspection
g) Training:
•Proponent’s bids must include information relative to the following:
County of Newell Request for Proposal
-Ongoing training to ensure Safety Codes Officers and other agency
employees receive the professional development and education upgrades
necessary to maintain their certification and designation.
-Ongoing training to ensure Safety Codes Officers and other agency
employees understand and can apply the County of Newell’s QMP.
-Ongoing training and support for the Safety Codes permit issuers at the
County of Newell, and any other staff with respect to any safety codes
matters that may arise.
h)Transition Plan:
•How the proponent will manage the transition of Safety Code Services, in the
event they are awarded the contract.
i)Data Management:
•How the proponent proposes to manage records, both on e-site and in
coordination with County Administration.
•The proponent will submit a digital file for all closed permit to the County and
provide a monthly status report.
j)Other Services
•Describe any other value-added services the Accredited Agency may provide, if
any.
4.4. Safety Codes Officers
Proponents shall provide resumes for the Safety Codes Officers (SCOs) who will be assigned to
provide Safety Codes Services to the County of Newell. For each SCO, resumes must include
the following:
a)Level of Accreditation, Certification and Designation
b)Background and Training
c)Years of Experience
d)Experience in similar municipalities
4.5. Contractor Safety Management
Proponents are required to review the County of Newell’s Contractor General Health and Safety
Orientation package and agree with all terms, conditions, rules and responsibilities that it contains.
See the attached Contractor Safety Program (Schedule C) and the Contractor – General Health &
Safety Orientation (Schedule D).
4.6. Insurance and Workers’ Compensation
Proponents are required to submit with their proposal proof of the following:
a)General Liability - for vendors or consultant’s only providing goods or services the minimum
coverage required is $2,000,000.00
b)Non-Owned Automobile Liability - The minimum limit required is $2,000,000.00.
c)Commercial Automobile Third Party Liability - For vendors or consultant’s minimum
coverage required is $2,000,000.00.
d)Professional Liability (Errors of Omissions Insurance) – For any consultants, including
engineers and architects, the minimum limit required is $2,000,000.00.
e)A letter of account from the Alberta Workers’ Compensation Board. This letter is to be
current and dated not more than 14 calendar days prior to the RFP closing.
County of Newell Request for Proposal
4.7. Fees Schedule and Other Charges
The proponent shall provide a fee breakdown on the RFP form attached to this RFP. The
RFP form shall supersede all fees identified any other place on the proponents RFP
submission.
Proponents will submit the expected percentage of the fees collected for each of the
disciplines. This percentage will include the total fee collected minus the 4% Safety Codes
Council fee. The County will collect all fees associated with the permits. The County will
pay the agency monthly, upon receipt of the closed files and invoice from the agency.
Proponents shall submit detailed information regarding what services will be delivered
based on the County of Newell QMP (Schedule A) and the County of Newell Bylaw 2095-
25 Schedule of Fees (Schedule B).
Proponents will include any additional charges that may be incurred by the County for
services over and above the QMP requirements. Proponents should also specify what
Safety Codes related services, if any, will be provided over and above the regular
inspection and compliance services stipulated in the QMP.
The County invites proponents to review the County of Newell Bylaw 2095-25 Schedule of
Fees (Schedule B) and propose any amendments to the schedule to provide a better
service to the residents of the County.
4.8. References
Two (2) references from municipalities where the agency has worked, including the name of the
municipality, contact person and his/her title, phone number and e-mail address. Ideally, these
references will include municipalities where similar Safety Codes services are provided.
4.9. Certification
The proponent must include the signed certification page with their submission.
5.0 GENERAL TERMS AND CONDITIONS
5.1. Submission of Proposal
a)No proposal shall be altered or amended after the Closing Time specified in the RFP.
b)The submission of a RFP does not commit the County to award a contract or pay any
costs incurred in the preparation of a proposal or attendance at any meetings with
County Administration.
c)The County will not evaluate any submission unless the signed certification
accompanies the proposal. A signed covering letter does not replace the requirement
for signing the certification document.
County of Newell Request for Proposal
d)The County is not obligated to award the contract exclusively on the basis of the
proposal submitted by a proponent.
5.2. Acceptance or Rejection of Proposal
a)It is the County’s intent to retain an inspection agency that will provide inspection
services that are suitable and advantageous to the County. Therefore, the County
reserves the right to reject or accept any proposal, including the right to reject all
proposals.
5.3. Evaluation
Proposals will be evaluated in two stages, as follows:
a)The first stage will consist of a review of all proposals to ensure that each proposal
was received on time, and that the proposal is compliant with all RFP requirements.
Proposals found to be non-compliant will be returned and given no further
consideration.
b) The second stage will consist of an evaluation of the written proposal based on the
following criteria:
Proposal Format in Accordance with RFP 10
Scope of Service 30
Qualifications and Experience 25
Fees 15
References 20
Total 100
5.4. Interview
a)The County may elect to interview a short list of Accredited Agencies to address any
questions or clarifications that are required. Consultants shall be responsible for all
costs and expenses related to preparing for and attending the interview should one
be required. The County is not responsible for these costs, or any liability incurred by
the Agency in responding to the RFP.
5.5. Approval Process
Administration will forward a recommendation on the successful proponent’s bid to a
Council meeting for review and approval.
5.6. Contract Award
a) The successful agency will receive a Letter of Intent from the County and be
expected to start working with the County to process permits by December 31, 2025.
b)The agency will be expected to enter into a contract with the County. The term of the
contract between the County and the agency will be three (3) years, with an option
for extension for an additional two (2) year if mutually agreed upon by both parties.
County of Newell Request for Proposal
6.RFP FORM
RFP Number: 2025-SCS
RFP Title: Safety Codes Services
We,
(Company) of
(Business Address)
having examined the RFP Documents as issued by the County of Newell (the “COUNTY”); hereby
offer to enter into a Contract to perform the Work required by the RFP Documents for under the following pricing:
1.Percentage of Fees Collected – Building Discipline _____________________
2.Percentage of Fees Collected – Plumbing Discipline _____________________
3.Percentage of Fees Collected – Gas Discipline _____________________
4.Percentage of Fees Collected – Electrical Discipline _____________________
5.Percentage of Fees Collected – PSDS Discipline _____________________
6.Additional Fees (please specify, or attached appendix):
_________________________________________ _____________________
_________________________________________ _____________________
_________________________________________ _____________________
_________________________________________ _____________________
_________________________________________ _____________________
in Canadian funds, which price includes any specified cash and contingency allowances and the applicable taxes in force at this date and except as may be otherwise provided in the RFP Documents.
Appendices to RFP Form:
The information required by the RFP is provided in the attached Appendices and forms an integral part of this RFP.
County of Newell Request for Proposal
Declarations:
We hereby acknowledge and declare that:
(a)we agree to perform the Work in compliance with the requirements set out in the RFPand details provided in the RFP submission.
(b)no person, firm or corporation other than the undersigned has any interest in this RFP orin the proposed Contract for which this RFP is made;
(c)we confirm that the COUNTY has the right to accept or reject any or all RFP’s in
accordance with the RFP;
(d)this RFP is open to acceptance for a period of sixty (60) days from the date of RFPClosing.
Signatures:
Signed, seated and submitted for and on behalf of:
Company:
(Name)
(Street Address or Postal Box Number)
(City, Province & Postal Code) (Apply SEAL above)
Signature:
Name &Title:
(Please Print or Type)
Witness:
Dated at this day of ,
The County thanks all interested parties for participating in this RFP process. We look
forward to working with the successful agency in the immediate future.
County of Newell Request for Proposal
SCHEDULE A – COUNTY OF NEWELL QUALITY MANAGEMENT PLAN
NE W EL%.
QMP Version: October 2021
NE W ELF
This Quality Management Plan has been accepted
by the Administrator of Accreditation.
Peter Thomas
Administrator of Accreditation
Dec 17, 2021
Date
Safety
Codes
Council
Quality Management Plan Page 11
County of Newell
Table of Contents
Schedule A - Scope and Administration...................................................................4
1.0 Scope of Accreditation.......................................................................................................... 5
1.1 Building...........................................................................................................................................5
1.2 Electrical..........................................................................................................................................5
1.3 Gas.................................................................................................................................................. S
1.4 Plumbing.........................................................................................................................................S
2.0 Quality Management Plan Administration............................................................................ 6
2.1 Overall Administration....................................................................................................................6
2.1.1 Delivery of Safety Codes Services...................................................................................................... 6
2.1.2 Contracted Accredited Agency......................................................................................................... 6
2.1.3 Monitoring and Oversight................................................................................................................ 6
2.2 Personnel........................................................................................................................................7
2.2.1 Appointment of a QMP Manager..................................................................................................... 7
2.2.2 SCO Authority ...................................................................................................................................7
2.2.3 Declaration of Status........................................................................................................................ 7
2.2.4 Registry of SCO and Permit Issuers................................................................................................... 7
2.2.5 Training and Professional Development........................................................................................... 8
2.3 QMP Access.....................................................................................................................................8
2.4 Training on the Contents of this QMP............................................................................................9
2.5 Freedom of Information and Confidentiality..................................................................................9
2.6 Records...........................................................................................................................................9
2.7 Council Levy..................................................................................................................................10
2.8 Permit Information and Permissions............................................................................................10
2.9 QMP Amendments and Revisions.................................................................................................10
2.10 Annual Internal Review.................................................................................................................10
2.11 Cancellation of Accreditation........................................................................................................11
2.12 Organizational Chart.....................................................................................................................12
2.13 Municipal Agreement— Update or Scope Change........................................................................13
2.14 QMP Manager Information...........................................................................................................13
2.15 Notices..........................................................................................................................................13
Schedule B - Operational Requirements................................................................14
3.0 Operational Requirements................................................................................................. 15
3.1 Definitions.....................................................................................................................................15
3.1.1 Deficiency....................................................................................................................................... 15
3.1.2 Unsafe Condition............................................................................................................................ 15
3.1.3 Final Inspection...............................................................................................................................15
3.1.4 Imminent Serious Danger............................................................................................................... 15
3.2 Scope of Services..........................................................................................................................15
3.3 Interdisciplinary Technical Coordination......................................................................................16
3.4 Orders...........................................................................................................................................16
3.5 Emergency Situations....................................................................................................................17
Quality Management Plan Page 12
3.6 Alternative Solution Proposals and Variances..............................................................................17
3.7 Permit Administration...................................................................................................................18
3.7.1 Permit Applications........................................................................................................................18
3.7.2 Permit Information......................................................................................................................... 18
3.7.3 Terms and Conditions of Permit..................................................................................................... 19
3.7.4 Annual Permits............................................................................................................................... 19
3.7.5 Permit Expiry.................................................................................................................................. 19
3.7.6 Permit Extension............................................................................................................................. 20
3.7.7 Permit Services Report.................................................................................................................... 20
3.7.8 Permit Refusal, Suspension, or Cancellation................................................................................... 20
3.8 Site Inspections.............................................................................................................................21
3.9 Site Inspection Reports.................................................................................................................21
3.10 No -Entry Policy..............................................................................................................................22
3.11 Verification of Compliance (VOC).................................................................................................22
3.12 Investigation and Reporting of an Unsafe Condition, Accident, or Fire.......................................22
Schedule C -Technical Discipline Service Delivery Standards.................................24
4.0 Technical Discipline Service Delivery Standards.................................................................. 25
4.1 Building.........................................................................................................................................25
4.1.1 Building Permits.............................................................................................................................. 25
4.1.2 Construction Document Review...................................................................................................... 25
4.1.3 Compliance Monitoring on Projects Requiring Professional Involvement ...................................... 25
4.1.4 Building Site-Inspections................................................................................................................. 26
4.1.5 Miscellaneous Building Site Inspections......................................................................................... 28
4.2 Electrical 30
4.2.1 Electrical Permits............................................................................................................................ 30
4.2.2 Construction Document Review...................................................................................................... 30
4.2.3 Electrical Installation Site-Inspections............................................................................................ 30
4.2.4 Miscellaneous Electrical Inspections............................................................................................... 31
4.3 Electrical Utility.............................................................................................................................32
4.3.1 Construction Document Review...................................................................................................... 32
4.3.2 Electrical Utility System Site Inspections........................................................................................ 32
4.4 Gas................................................................................................................................................33
4.4.1 Gas Permits..................................................................................................................................... 33
4.4.2 Construction Document Review...................................................................................................... 33
4.4.3 Gas Installation Site-Inspections..................................................................................................... 33
4.4.4 Miscellaneous Gas Inspections....................................................................................................... 33
4.5 Plumbing.......................................................................................................................................34
4.5.1 Plumbing Permits........................................................................................................................... 34
4.5.2 Construction Document Review...................................................................................................... 34
4.5.3 Plumbing Installation Site-Inspections............................................................................................ 34
4.5.4 Permits for Private Sewage Disposal Systems................................................................................ 36
4.5.5 Private Sewage Disposal System Site Inspections........................................................................... 36
4.5.6 Miscellaneous Plumbing Inspections.............................................................................................. 36
Quality Management Plan Page 13
County of Newell
Schedule A - Scope and Administration
Quality Management Plan Page 14
County of Newell
1.0 Scope of Accreditation
The County of Newell herein referred to as "The Municipality" will administer the Safety Codes Act (Act)
including the pursuant regulations, codes and standards that are in force as amended from time -to -time
and applicable in the following technical discipline(s) within their jurisdiction.
1.1 Building
0 All parts of the:
National Building Code — 2019 Alberta Edition; and
National Energy Code of Canada for Buildings 2017.
1.2 Electrical
0 All parts of the:
CSA C22.1-18 Canadian Electrical Code (24th Edition).
1.3 Gas
0 All parts of the:
CAN/CSA-B149.1-15 Natural Gas and Propane Installation Code,
CAN/CSA-B149.2-15 Propane Storage and Handling Code, and
CAN/CSA-B108-18 Natural Gas Fuelling Stations Installation Code.
Excluding the:
CAN/CSA-B149.5-IS Installation Code for Propane Fuel Systems and Tanks on Highway Vehicles,
CSA-6109-17 Natural Gas for Vehicles Installation Code; and
CAN/CSAB149.3-IS Code for the Field Approval of Fuel -Related Components on Appliances and
Equipment.
1.4 Plumbing
0 All parts of the:
National Plumbing Code of Canada 2015, and
Alberta Private Sewage Systems Standard of Practice 2015
Quality Management Plan Page 15
County of Newell
2.0 Quality Management Plan Administration
2.1 Overall Administration
The Municipality is responsible for the administration of this accreditation and the delivery of safety codes
services in compliance with this Quality Management Plan (QMP).
The Municipality will ensure that its employees, contractors, and contracted accredited agencies follow this
QM P.
The Municipality recognizes that failure to follow this QMP could result in the Administrator of
Accreditation taking action to bring the Municipality back into compliance. This could include suspension of
the Municipality's accreditation. In the event that any actions taken do not achieve the intended outcome
of compliance with this QMP, the Administrator of Accreditation may consider the cancellation the
Municipality's accreditation.
2.1.1 Delivery of Safety Codes Services
The Municipality will provide the safety code services prescribed in this QMP through its own staff, and
accredited agencies. In doing so, it will ensure that sufficient personnel, technical and administrative, will
be available to meet the expectations, obligations and responsibilities inherent to its accreditation. This
includes being able to competently deliver the safety codes services required by this QMP in order to
effectively and administer the Act, its regulations, codes, and standards in force in Alberta. All safety codes
services will be performed in compliance with this QMP, in a timely and professional manner, with
impartiality and integrity, while working co-operatively with the citizens of the Municipality to ensure
compliance with the Act.
The Municipality will maintain an atmosphere that supports objective and unbiased decisions. All Safety
Codes Officers (SCOs) working for the Municipality will have the ability and opportunity to make
independent decisions relative to compliance monitoring, without undue influence of management, elected
officials, or any other party.
2.1.2 Contracted Accredited Agency
The Municipality acknowledges that, should the required safety codes services be provided by an
accredited agency, the Municipality will ensure that a formal contract for services is in place. The
Municipality understands that it is responsible to effectively manage the contract with the accredited
agency to ensure that the accredited agency is adhering to the service delivery standards of this approved
QMP. Contracts with accredited agencies will include a statement that ensures that all SCOs will have the
right to work in atmosphere free of undue influence, and hold the discretionary authority to perform their
duties as outlined in the Act.
2.1.3 Monitoring and Oversight
The Safety Codes Council (Council) has the responsibility for monitoring and oversight of an accredited
municipality's compliance with the terms and conditions of its accreditation as outlined in its QMP, the Act,
and the Act's regulations. In becoming accredited, the Municipality recognizes that the Council, or its
representative, will complete a review and audit of the Municipality's performance as an accredited
organization according to Council policy and procedures. The Municipality will fully cooperate with the
Council on matters that relate to the administration of the QMP and the monitoring and oversight of its
Quality Management Plan Page 16
accreditation. The Municipality accepts that the Council has full and unfettered access to all records of the
Municipality relating to the provision of services under this QMP, which includes the right to enter the
Municipality premises at any reasonable time in order to inspect, review, audit, or retrieve such records.
The Municipality will implement the recommendations made from the audit process, and the Administrator
of Accreditation.
2.2 Personnel
The Municipality will employ, retain, or otherwise engage:
SCOs who are appropriately certified and designated to carry out the provisions of the QMP; and
persons knowledgeable with the Act, regulations, codes, standards, Council policies, and other
applicable legislation relative to the services to be provided.
2.2.1 Appointment of a QMP Manager
The Municipality will identify a QMP Manager who is responsible for the administration of the QMP. The
QMP Manager will be an employee of the Municipality. If the individual fulfilling the role of QMP Manager
changes, the Municipality is responsible for informing the Council of this change and providing the name of
the person who will assume the role of QMP Manager.
2.2.2 SCO Authority
The Municipality acknowledges the authority and discretion of SCOs as prescribed under the Act, and their
freedom to exercise that authority to:
provide safety codes consultation;
review plans issue permits;
carry out an inspection for anything, process, or activity to which this Act applies for the purpose of
ensuring compliance with the Act;
issue reports and correspondence:
accept a Verification of Compliance;
review alternative solution proposals;
issue variances;
issue orders;
engage in enforcement action;
conduct investigations;
require professional engagement; and
re -inspect.
2.2.3 Declaration of Status
The Municipality will ensure that any or all SCOs, staff, or officers, whether employed, retained or
otherwise engaged by an accredited agency, will be an unbiased third party in any services provided under
this QMP. This includes participation in any design, construction, installation, or investigation activities for
projects where they also provide compliance monitoring.
2.2.4 Registry of SCO and Permit Issuers
The Municipality is responsible for maintaining in Council Connect the list of the SCOs and permit issuers
designated under its accreditation to provide safety codes services pursuant to this QMP. This list will be
reviewed every six (6) months to ensure it remains current. Upon request by the Council, the Municipality
Quality Management Plan Page 17
will confirm the validity of its list of designated employees in Council Connect. If there are any employees
not listed in Council Connect, the Municipality will submit a request to the Council that they be designated.
2.2.5 Training and Professional Development
a. SCOs
The Municipality acknowledges the responsibilities of SCOs to obtain training to maintain SCO certification.
It will ensure that SCOs attend update training and development as required by the Council to maintain
current SCO certification and competency including but not limited to changes in:
the Act;
regulations under the Act;
codes and standards mandated by the Act;
procedures under the Act;
Council policies and directives;
directives from an Administrator;
assigned duties; and
professional development.
b. Permit Issuers
The Municipality acknowledges the responsibilities of permit issuers to remain current and up-to-date on:
the Act;
regulations under the Act;
their responsibilities as a permit issuer; and
the contents of this QMP.
As required and deemed necessary by the Municipality, the Municipality will support permit issuers in
obtaining training related to their responsibilities.
C. Other Personnel
The Municipality acknowledges its responsibilities to ensure that its employees involved in the
administration of its accreditation remain current and up-to-date on:
the Act;
regulations under the Act;
their responsibilities in administering the Municipality's accreditation; and
the contents of this QMP.
As required and deemed necessary by the Municipality, the Municipality will support those employees
involved in the administration of its accreditation in obtaining training related to their responsibilities.
2.3 QMP Access
The Municipality will ensure that all staff, SCOs, permit issuers, and contract personnel performing duties
under the Act are aware of the content of this QMP and any revisions. It will also provide access to a copy
of this QMP, the Act, its regulations, and Council policies.
The Municipality will:
Quality Management Plan Page 18
maintain a list of the individuals that have been provided with a copy of its QMP;
annually review and update this list to ensure it remains current; and
distribute copies of any approved amendments to this QMP to all individuals on this list in a timely
manner.
2.4 Training on the Contents of this QMP
The Municipality will train personnel involved in the delivery of safety codes services, and the
administration of its accreditation, on the contents and requirements of this QMP. A record of the
personnel who have received this training will be reviewed and updated annually.
2.5 Freedom of Information and Confidentiality
The Municipality will ensure that all staff, SCOs, permit issuers, and contracted personnel preserve
confidentiality with respect to all information and documents that come to their knowledge from their
involvement with the administration of this QMP. The Freedom of Information and Protection of Privacy Act
R.S.A. 2000, c F-2S and its regulations apply to all information and records relating to, created, or collected
under this QMP.
2.6 Records
The Municipality will maintain a file system for all records associated to administration of the Act and
services provisions within the QMP including:
permit applications and permits;
plans, specifications, and other related documents;
new home warranty verification as applicable;
licensed residential builder verification as applicable;
plans review reports;
requests for inspections and services;
inspection reports;
investigation reports including supporting documentation;
Verifications of Compliance (VOC);
variances including application and supporting documentation;
orders;
Permit Services Reports (PSRs);
related correspondence;
a list of contracts that relate to the administration of the QMP including any contracts with
accredited agencies; and
any other information that may be related to the administration of the Act, or identified and
requested by the Administrator of Accreditation, and the Council.
The Municipality will retain the files and records:
for a period no less than three (3) years;
for a period prescribed by Council policy; or
in accordance with Municipality's records retention policy, whatever period is greater.
All such files and records, electronic or hardcopy, will be available at the Council's request.
Quality Management Plan Page 19
All records and other material related to the services provided under the administration of this QMP are
the property of the Municipality. Any records where accredited agency(s) were involved will be returned to
the Municipality within a reasonable time of completion of the service, or upon request of the Municipality.
2.7 Council Levy
The Municipality will collect the Council levy for each permit or service provided under the Act, and remits
the levy to the Council in the manner and form prescribed by the Council. If the Municipality has contracted
with an accredited agency, the accredited agency can remit the levy on the Municipality's behalf. However,
the Municipality remains solely responsible for remittance of the levy. It must also have a process in place
to monitor and validate the accredited agency's remittance.
2.8 Permit Information and Permissions
The Municipality will collect all information required by the Permit Regulation (AR 20412007), and as
outlined in this QMP.
For administering the Act, permission is deemed the same as a permit.
2.9 QMP Amendments and Revisions
All revisions or changes to this QMP require the approval of the Administrator of Accreditation, and must
be submitted to the Administrator of Accreditation before they can be implemented.
Revisions and changes to this QMP must be submitted with the acceptance of the Municipality's QMP
Manager, or a "duly authorized" employee of the Municipality. A duly authorized municipal employee is an
individual who has been given, or delegated, the authority by the Municipality to sign the QMP on its
behalf.
2.10 Annual Internal Review
An Annual Internal Review (AIR) to evaluate the effectiveness of the administration of Municipality's
accreditation and its compliance to its QMP will be completed. The AIR reports on the Municipality's
activities from the previous calendar year.
This AIR will be submitted in accordance with the format and requirements established by the Council and
the Administrator of Accreditation. Specifically, it will include a summary of all the findings of the review,
identified successes, and areas for improvement.
The deadline for the Municipality to provide the AIR to the Council is March 31"
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County of Newell
2.11 Cancellation of Accreditation
The Municipality, in the event that it ceases to administer the Act for any new thing, process, or activity to
which the Act applies, retains responsibility for the safety codes services provided under the Act while
accredited. The Municipality agrees and acknowledges that it is accountable to manage the cancellation of
its accreditation in a responsible, orderly, transparent, and co-operative manner.
The Municipality accepts that it is obligated to work proactively with the Safety Codes Council, the
Administrator of Accreditation, and the Authority Assuming Jurisdiction (the accredited organization that
takes over responsibility for administering the Act) to ensure a smooth transition of jurisdictional authority.
The cancellation of the Municipality's accreditation will not become effective until a transition plan
approved by the Administrator of Accreditation is in place.
The Municipality will ensure the Council and the Administrator of Accreditation is provided with written
notice of its intent to cancel.
The Municipality will resolve and manage the closure of any outstanding orders or permits issued under the
municipality's accreditation prior to the effective date of the cancellation. In the event that there are any
orders or permits that remain unresolved, the effective date of the cancellation may be delayed by the
Administrator of Accreditation. The Administrator of Accreditation may also direct the Municipality to work
with the Authority Assuming Jurisdiction to determine the appropriate management of the open orders and
permits after the effective date.
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County of Newell
2.12 Organizational Chart
L
The above organizational structure, including the use and reporting relationship of accredited agencies,
only applies with respect to the administration of this QMP
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2.13 Municipal Agreement -Update or Scope Change
The Municipality hereby acknowledges agreement, commitment, and adherence to this QMP.
7 2I
Signature unicipal Emp y Duly Authorized Date
to Enter Into this Agreement
Geoff Tiffin
Name
403 ) 362-3266
Phone Number
2.14 CAMP Manager Information
Maria Jackson
QMP Manager Name
183037 RR 145, Box 130
Brooks, Alberta T1R 162
Mailing Address
jacksonm@newelImaiLca
Email Address
2.15 notices
Manager of Planning, Development and
Engineering
Job Title
Tiffing@newellmail.ca
Email Address
Supervisor of Planning and Development
Job Title
403-794-2313
Phone Number
Correspondence regarding this QMP will be sent to the QMP Manager of the Municipality. It may also be
forwarded to the Senior Administrative Officer, or other secondary QMP contacts as required.
Page 1 13
County of Newell
Schedule B - Operational Requirements
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County of Newell
3.0 Operational Requirements
3.1 Definitions
The following definitions apply.
3.1.1 Deficiency
A deficiency means any condition where the work is incomplete, or does not comply with the Act,
regulation, or an associated code or standard. A deficiency can include an unsafe condition.
3.1.2 Unsafe Condition
An unsafe condition is any condition that, in the opinion of the SCO, could result in injury, death, or
property damage or loss, and may include a deficiency or a situation of imminent serious danger.
3. 1 Final Inspection
A final inspection means an inspection conducted when the project or designated portion of the project is,
in the opinion of the SCO, sufficiently complete, safe, and compliant such that the owner can safely occupy
or utilize the work for its intended use.
3.1.4 Imminent Serious Danger
Imminent serious danger is a condition that, in the opinion of the SCO, will result in injury, death, or
property damage or loss if the condition is not corrected in a timely manner.
3.2 Scope of Services
The operational requirements establish responsibilities and processes in order to provide safety codes
services under the Act, applicable regulations, and Council policy including, as applicable but not limited to:
code advice:
construction;
building upgrade programs;
storage of dangerous goods.
plans examinations:
new construction;
building upgrade programs;
residential secondary suites; and
permit/permission issuance:
construction;
renovations, alterations, reconstruction, demolition, additions, or other changes;
occupancy permit;
occupancy load certificates;
compliance inspections of work and occupancy:
construction;
renovations, alterations, reconstruction, additions;
occupancy loads and changes in occupancy;
follow-up inspections of deficiencies and unsafe conditions;
post -occupancy of facilities identified; and
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special or other activities addressed in the codes or at the discretion of the SCO.
alternative solution proposals, and variances;
Verification of Compliance;
collection and remittance of Council levies;
issuance of Permit Services Reports;
investigations; and
maintenance of files and records.
3.3 Interdisciplinary Technical Coordination
An effective safety codes system requires cooperation between technical disciplines.
Where possible or appropriate, SCOs from all technical disciplines will discuss and interact in relation to:
inspections;
subdivision applications;
development permits;
plans reviews;
occupancy permits;
occupancy load certificates;
investigations;
enforcement;
closure of files; and
areas of mutual interest.
3.4 Orders
An SCO will issue in a format and serve an order in accordance with the Act, the Administrative Items
Regulation (A.R.16/2004), Council policy, and this QMP.
Upon compliance with an Order, a notice will be provided to the person(s) to whom the Order was served
as well as to the Council.
An SCO will:
Prior to issuing an Order, first make every reasonable effort, including consultation with the QMP
Manager or designate, to facilitate conformance with the Act.
Issue an Order if they are of the opinion that all other reasonable efforts to obtain compliance with
have failed.
Issue an Order in accordance with the Act, and the Administrative Items Regulation (A.R.16/2004).
On issuance of an Order, provide a copy to the Municipal QMP Manager, or designate.
Provide a copy of the Order to the Administrator of Accreditation at the Council no later than 30
days after issuance.
Monitor the Order for compliance.
Issue written acknowledgement of Order being satisfied to all parties to whom the originating
Order was served and to the Council.
Orders may be appealed in accordance with the Part 5 of the Act and Council bylaw, policy, and procedure.
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The enforcement of an Order is the responsibility of the SCO and the Municipality. It is the purview of the
Municipality to escalate enforcement measures as it deems necessary.
3.5 Emergency Situations
An SCO, on reasonable and probable grounds, may take any immediate action they consider necessary if
they are of the opinion that a situation of imminent serious danger to persons or property exists due to:
any thing, process or activity to which the Act applies; or
a fire hazard, or
risk of explosion.
3.6 Alternative Solution Proposals and Variances
An SCO may review an alternative solution proposal and issue a variance for any thing, process, or activity
to which the Act applies if they are of the opinion that it provides approximately equivalent or greater
safety performance in regards to persons and property as provided for by the Act.
A variance can be site -specific or for multiple locations within a municipality for a thing, process, or activity
with the same conditions. However, and SCO cannot issue a variance that:
removes or relaxes an existing code, standard, or rule; and
is outside the scope of their designation of powers.
A variance will be issued in writing and in a format consistent with the template published by the Council.
A request for a variance made by an owner, or an owner's representative, must:
be made in writing;
be signed by the owner or the owner's representative; and
include support documentation that demonstrates that the variance requested provides equivalent
or greater level of safety that is identified by the code, standard, or regulation.
In making a decision on an alternative solution proposal or variance request, an SCO will ensure that they
thoroughly research the subject matter to which it relates.
A copy of an approved variance will be provided, within ten (10) days of issuance, to the:
owner;
contractor, if applicable;
the Council; and
the Municipality, if issued by their contracted accredited agency.
Registration of the variance with the Council requires only a copy of the approved variance. Submission of
background and support documentation is not required.
A copy of the variance will be placed on the permit file.
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County of Newell
3.7 Permit Administration
3.7.1 Permit Applications
An application for a permit and any information required to be included with the application must be
submitted in a form and manner satisfactory to the SCO or permit issuer. The application must include the
following information:
State the use or proposed use of the premises.
Clearly set forth the address or location at or in which the undertaking will take place.
The owner's name and contact information.
Any further information as required to enable the permit issuer to determine the permit fee.
Describe the undertaking, including information satisfactory to the permit issuer, regarding the
technical nature and extent of the undertaking.
The name, complete address, telephone number, and evidence of credentials required of the
permit applicant, together with the written or electronic signature of the permit applicant.
For a permit for the building discipline:
state the type of occupancy;
set out the prevailing market value of the undertaking; and
if a structure is to be installed on a temporary basis, as determined by the permit issuer, state
the period for which the structure will be installed.
Include a method of payment of fees acceptable to the permit issuer.
Include any further information that the permit issuer considers necessary, including the provision
of:
a site plan that shows the actual dimensions of the parcel of land and the location of the
proposed undertaking in relation to the boundaries of the parcel of land and other buildings
on the same parcel of land;
copies of plans and specifications for the proposed undertaking; and
documentation required to verify information provided by the applicant.
A collection, use, and disclosure of information statement (FOIPP) that meets the requirements of
the Freedom of Information and Protection of Privacy, which are:
the purpose for which the information is collected;
the specific legal authority for the collection; and
the title, business address, and business telephone number of an officer or employee of the
public body who can answer the individual's questions about the collection.
3.7.2 Permit Information
Permits will include the following information:
a permit number or other unique identifier that has been assigned by the permit issuer to the
undertaking;
the date on which the permit is issued;
the name of the owner, and/or the person to whom the permit has been issued;
where the undertaking is to take place;
a description of the undertaking or portion of the undertaking governed by the permit; and
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any other information that the SCO and/or permit issuer considers necessary.
3.7.3 Terms and Conditions of Permit
A permit may contain terms and conditions that include, but are not limited to:
Requiring:
permission be obtained from the SCO before occupancy or use of the construction, process, or
activity under the permit;
an identification number or label to be affixed to the undertaking; and
SCO approval be obtained before any part of the work or system is occupied, covered, or
concealed;
Setting:
the date on which the permit expires;
a condition that causes the permit to expire;
the period of time that the undertaking may be occupied, used or operated;
the scope of the undertaking being permitted;
the location or locations of the undertaking being permitted;
the qualifications of the person responsible for the undertaking and/or doing the work;
3.7.4 Annual Permits
An annual permit may be issued in the electrical, gas, or plumbing discipline allowing the owner, or
operator, of the premise to effect minor repairs, alterations. or additions on the premises under the
following conditions:
a person who holds a trade certificate in the appropriate trade under the Apprenticeship and
Industry Training Act carries out the undertaking;
the owner or operator does not effect major alternations or additions to the premise; and
the owner or operator maintains on the premise an accurate record of all repairs for the previous
two (2) years and makes the records available to an SCO upon request.
The inspection time frame for an Annual Permit may not be extended.
1.7.5 Permit Expiry
A permit will expire according to the expiry date, and terms and conditions set in the permit. In the
absence of an expiry date, a permit will expire in conformance with the Act and the Permit Regulation (AR
200412007).
The Municipality will upon permit expiry:
notify the owner, and the permit applicant, as indicated on the permit application by issuing a
Permit Services Report; and
close the permit by recording the reason and date for the expiration within the permit file; and
maintain the permit file according to its records management system.
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County of Newell
3.7.6 Permit Extension
On the written request of a permit holder, a permit issuer may extend a permit for a fixed period of time
that they consider appropriate. An application for a permit extension must be received prior to the permit
expiring.
3.7.7 Permit Services Report
A Permit Services Report (PSR) will be:
Used to complete and close a permit file.
Issued within 30 days of completing the compliance monitoring services required in this QMP.
Completion of compliance monitoring services means:
o after completion of the final required inspection;
o acceptance of a Verification of Compliance in lieu of an inspection where allowed; or
o compliance with the no -entry policy regarding the final required inspection.
Issued to the owner.
Owner, in order of preference, means the owner of the project at the time the:
o permit was purchased,
o compliance monitoring services were provided, or
o PSR was issued.
The Municipality or an SCO may:
reactivate a permit file at any time, and
inspect the undertaking authorized by the permit after closure and attach report to the permit.
Where an identified unsafe condition remains uncorrected, the Municipality will not issue a PSR or close a
permit file.
i.7.8 Permit Refusal, Suspension, or Cancellation
An SCO may refuse, suspend, or cancel a permit in accordance with the Act and the Permit Regulation (AR
200412007).
The Municipality will upon refusal, suspension or cancellation of a permit:
serve written notice to the owner and the permit applicant of the reason for the refusal,
suspension or cancellation;
advise the owner of their right to appeal to the Council within 30 days from the date they are
served the written notice; and
place the written notice on the permit file.
A PSR will be issued when a permit is refused, suspended, or cancelled.
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3.8 Site Inspections
Inspections, conducted in accordance with the technical service delivery standards detailed in Schedule C of
this QMP, will determine and advise the owner of compliance to applicable codes and standards.
An SCO can conduct as many inspections as required, over and above the mandatory minimum inspections
stipulated in Schedule C—Technical Service Delivery Standards (Schedule C) to ensure compliance with the
Act.
All safety codes inspections covered under the municipality's accreditation will:
be conducted:
by a certified and designated SCO;
at the stages, and within the time frames, noted in in Schedule C of this QMP; and
within 5 working days of the requested inspection date;
determine if the thing, process, or activity authorized by a permit complies with the Act,
regulations, and codes and standards;
address the status of the work at the stage of inspection, any previously identified deficiencies, and
any related work or condition observed.
3.9 Site Inspection Reports
An inspection report will be completed following an inspection. The inspection report will include:
name, signature, and designation number of the SCO conducting the inspection;
permit number, and the Municipality file number if applicable;
construction discipline associated with the work being inspected;
name of the Municipality;
owner name, address, phone number, and email if applicable;
contractor name, address, phone number and email if applicable;
address of the site inspected;
date of the inspection;
the stage(s) of work being inspected;
a description of the applicable work in place at the time of inspection;
all observed deficiencies including any condition where the work is incomplete, or does not comply
with the Act, its regulations, or associated code;
all outstanding deficiencies from all previous inspection reports, and plan reviews;
all observed unsafe conditions including any condition that, in the opinion of the SCO, could result
in property loss, injury, or death, and is not a situation of imminent serious danger;
documentation of the corrective action taken to resolve unsafe conditions through re-inspection(s),
or VOC; and
all observed situations of imminent serious danger, and the action taken by the SCO to address,
mitigate and remove the danger.
Completed inspection reports will be provided either electronically, or by hard copy, to the permit applicant
and the contractor. If requested, the inspection report can be provided to the owner, project consultant,
architect, or consulting engineer.
Quality Management Plan Page 121
7ounty of Mew(
A copy of a completed inspection report will be placed on the permit file.
3.10 No -Entry Policy
If an SCO is unable to gain entry to a site for a required inspection, a notification will be left on -site.
Alternatively, this notification can be provided as appropriate to the owner, or permit applicant, by
documented phone call, electronically or by mail. The notification will advise of the inspection attempt, and
request that the Municipality be contacted to arrange for a date and time for the site inspection to be
completed.
If the Municipality does not receive a response within 30 days of the notification, the Municipality will send
the owner, or permit applicant, a second notification requesting that the Municipality be contacted within
30 days to arrange for a date and time for the site inspection to be completed.
If no response is received to the second notification, the inspection stage may be considered a "no -entry,"
and counted as the required inspection.
In the case of a final inspection, a "no -entry" will be noted on the PSR to identify that the final inspection
was not conducted, and the file will be closed.
3.11 Verification of Compliance (VOC)
An SCO, at their discretion, can accept a Verification of Compliance in place of an inspection for an
identified deficiency or non-compliance. An SCO is not required to accept a VOC.
A VOC may be used:
as follow-up on noted deficiencies or unsafe conditions on a site inspection report; or
in lieu of a site inspection when permitted in this QMP.
A valid VOC must include:
identification of the document as a VOC;
address of the location where the VOC is being applied;
permit number and discipline;
name and title of the person who provided the VOC;
detail on how the VOC was provided;
i.e. written assurance, verbal assurance with written documentation, site visit by designate,
photographs, and etc.
date the VOC was accepted by the SCO; and
signature and designation number of the SCO.
3.12 Investigation and Reporting of an Unsafe Condition, Accident, or Fire
As required by the Act, and the Administrative Items Regulation (A.R.16/2004), an SCO may investigate an
unsafe condition, accident, or fire to determine its cause, circumstance, and make recommendations
related to safety.
When investigating an unsafe condition, accident, or fire, an SCO will exercise their authority and power as
prescribed under the Act. While conducting an investigation to prevent injury, or death, or to preserve
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property or evidence, an SCO can close all or part of the affected premise for a period of 48 hours, or any
extended period of time as authorized by a justice.
No person will remove or interfere with anything in, on, or about the place where the unsafe condition,
accident, or fire occurred until permission has been granted by an SCO, unless it is necessary in order to:
prevent death or injury;
protect property or evidence;
restore service.
An SCO who conducts an investigation will submit a copy of the report to the appropriate technical
Administrator and provide a summary of the investigation to the Council.
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County of Newell
Schedule C -Technical Discipline Service
Delivery Standards
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County of Newell
4.0 Technical Discipline Service Delivery Standards
4.1 Building
4.1.1 Building Permits
The Municipality will, prior to permit issuance:
obtain construction documents including plans and specifications as outlined in the National
Building Code — 2019 Alberta Edition;
obtain any letters or schedules required to be provided by the National Building Code —2019
Alberta Edition;
conduct a preliminary review of the construction documents to determine if professional
involvement is required or if there are any potentially significant code compliance issues;
review applicable information on land conditions (e.g. substrata, soil conditions, water table, and
etc.);
obtain documents with the seal and signature of a registered architect and/or professional
engineer(s), when required by the National Building Code — 2019 Alberta Edition;
obtain New Home Warranty verification where applicable; and
obtain a hot works permit, where applicable.
4.1.2 Construction Document Review
The Municipality will, not more than 15 days after permit issuance:
complete a review of the construction documents in accordance with the requirements of the
National Building Code — 2019 Alberta Edition;
prepare a Plans Review Report;
provide the Plans Review Report to the permit applicant and/or the contractor, and the
Municipality's file and, if requested, to the owner, project consultant, architect, or consulting
engineers; and
provide one set of the examined construction documents to the permit applicant for retention and
review at the project site, and retain one set on the Municipality's file.
The Municipality will, prior to construction, alteration, or demolition operations, obtain a fire safety plan for
the project site in writing.
4.1.3 Compliance Monitoring on Projects Requiring Professional Involvement
The Municipality will:
collect and maintain on file, required schedules, and/or a letter(s) of compliance from the
professional architect or engineer when part(s) of the building require a professional architect or
engineer; and
collect and maintain on file all schedules and letters of compliance required in accordance with the
National Building Code — 2019 Alberta Edition when registered professional architect or engineer
involvement is required for the work covered under a permit.
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County of Newell
4.1.4 Building Site -Inspections
A building SCO will conduct site inspections at the stages indicated in the following tables:
Table 1. Site Inspection Stages for Part 9 Buildings Not Requiring Overall Professional Involvement
Type of Building Minimum
Type of Project and Major
Inspections
Inspection Stage
Occupancy
Demolition All 1 o at any stage within one (1) year from permit
issuance
New Construction, OR All 1 o at any stage
Alteration, addition, OR
renovation, reconstruction, o within one (1) year from permit issuance
change in occupancy, minor
work with a value of less
than $50,000
New Construction Single and Two 3 o complete foundation prior to backfill
OR Family Dwellings AND
Alteration, addition, Group C) o solid or liquid fuelled appliance(s), building
renovation, reconstruction, envelop, and framing prior to covering up with
change of occupancy, with insulation and vapour barrier
a value of work of over OR
50,000 o building envelope including insulation and
vapour barrier prior to drywall
AND
o final inspection, including HVAC completion
within two (2) years of permit issuance
New Construction Multi -family 3 o complete foundation prior to backfill
OR Residential, AND
Alteration, addition, Townhouses, and o solid or liquid fuelled appliance(s), building
renovation, reconstruction, Small Apartments envelop, and framing prior to covering up with
change of occupancy with a Group C) insulation and vapour barrier
value of work of over OR
50,000 o building envelope including insulation and
vapour barrier prior to drywall
AND
o final inspection, including fire alarm and HVAC
completion within two (2) years of permit
issuance
New Construction Business, 3 o complete foundation prior to backfill
OR Personal Services, AND
Alteration, addition, Mercantile, o building envelope and HVAC rough -in
renovation, reconstruction, Medical, and Low OR
change of occupancy, (with Hazard Industrial o framing, structure, and building envelop prior
a value of work over Group D, E, F2, to insulation and vapour barrier
50,000) F3) AND
o final inspection, including HVAC completion
within two (2) years of permit issuance
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Table 2. Site Inspection Stages, Part 3 Buildings Not Requiring Overall Professional Involvement
Type of Project
Major Minimum
Inspection Stages
Occupancy Inspections
Demolition All 1 0 at any stage within one (1) year of permit
issuance
Alteration, addition, renovation, All 1 0 at any stage
reconstruction, change in OR
occupancy, minor work with a value o within one (1) year of permit issuanceoflessthan $50,000
New Construction All 2 0 *foundation
OR
OR
0 *framing, structure
Alteration, addition, renovation, OR
reconstruction, change of occupancy 0 *HVAC rough -in
with a value of work over $S0,000 OR
and less than $200,000 0 *fire suppression systems
OR
0 *fire alarm system
OR
0 *HVAC completion
OR
0 *interior partitioning
OR
0 Medical Gas rough -in
AND
0 *final inspection within one (1) year of
permit issuance
New Construction All 3 0 *foundation
OR
OR
0 *framing, structure
Alteration, addition, renovation, OR
reconstruction, change of occupancy 0 *HVAC rough -in
with a value of work over $200,000 OR
0 *fire suppression systems
OR
0 *fire alarm system
OR
0 *HVAC completion
OR
0 *interior partitioning
OR
0 Medical Gas rough -in
AND
0 *final inspection within two (2) years of
permit issuance
NOTE: Any of these site inspections may be combined when it's reasonable to do so, and if site conditions permit.
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County of Newell
Table 3. Site Inspection Stages, Part 3 or 9 Buildings Requiring Overall Professional Involvement
Type of Project
Major Minimum
Inspection Stages
Occupancy Inspections
Demolition All 1 0 at any stage within one (1) year of
permit issuance
Alteration, addition, renovation, All 1 0 at any stage
reconstruction, change in OR
occupancy, minor work with a value 0 within one (1) year of permit issuance
of less than $50,000
New Construction All 2 0 interim inspection at approximately the
OR mid-term of the work
Alteration, addition, renovation, AND
reconstruction, change of occupancy 0 final inspection within two (2) years of
with a value of work over $50,000 permit issuance
and less than $200,000
New Construction All 3 0 *foundation
OR OR
Alteration, addition, renovation, 0 *framing, structure
reconstruction, change of occupancy OR
with a value of work over $200,000 0 *HVAC rough -in
OR
0 *fire suppression systems
OR
0 *fire alarm system
OR
0 *HVAC completion
OR
0 Interior Partitioning
OR
0 Medical Gas rough -in
AND
0 *final inspection within two (2) years of
permit issuance
NOTE: Any of these site inspections may be combined, when it is reasonable to do so and if site conditions permit.
4.1.5 Miscellaneous Building Site Inspections
In addition to the three tables above, the following inspection frequency will be adhered to in relation to
the thing, process or activity identified below.
1. Accessory Buildings, including detached garages, or sheds, will be inspected within 180 days of permit
issuance.
2. Single Family Manufactured Home, Ready -to -Move; or Mobile Home siting will consist of a foundation
AND final inspection within 180 days of permit issuance.
3. Site Inspection of Part 10 buildings (Industrial Relocatable) will consist of at least one on -site
inspection within 90 days of final set-up stage.
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4. Site Inspection of Solid or Liquid Fuelled Heating Appliances (under separate Permit) will consist of at
least one (1) on -site inspection within 180 days of permit issuance.
5. Site Inspection of Mechanical, Heating, or Ventilation Systems (under separate permit) will consist of
at least one (1) on -site inspection at the completion stage, prior to covering, within 180 days of permit
issuance.
6. Non -Flammable Medical Gas Piping Systems will, at the discretion of SCO, consist of one (1)
inspection, or acceptance of Verification of Compliance, within 180 days of permit issuance.
7. Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will
be inspected upon complaint or concern at the discretion of the Municipality.
8. Site Inspection of Manufacturers will be conducted at the discretion of the Municipality as per the
permit inspection schedule for permitted work; or the compliance and enforcement process will be
initiated for work not permitted or under other safety codes administration such as accredited
corporation monitoring, a Standards Council of Canada program, a provincial government
manufacturing program, or an international agreement, where the work is within scope of safety codes
requirements.
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4.2.1 Electrical Permits
The Municipality will issue Electrical Permits.
4.2.2 Construction Document Review
An SCO or permit issuer may, as a condition of the permit, require the permit applicant to submit
construction documents, including plans and specifications, describing the work for any proposed electrical
installation.
4.2.3 Electrical Installation Site -Inspections
An electrical SCO will conduct site inspections at the stages indicated in the following table:
Type of Project
Minimum
Inspection Stages
Inspections
Public Institutions, Commercial, Industrial, 2 o rough -in inspection prior to cover-up
Multi -Family Residential with value of OR
work over $10,000
o mid-term
AND
o final inspection at substantial completion of
work described on the permit within two (2)
years of permit issuance
Public Institutions, Commercial, Industrial, 1 o rough -in inspection, or final inspection, within
Multi -Family Residential with value of one (1) year of permit issuance
work less than $10,000
Single Family Residential or Farm Buildings 2 o completed rough -in inspection prior to cover-up
with value of work over $2,500 AND
o final inspection at substantial completion of
work described on the permit within two (2)
years of permit issuance
Single Family Residential or Farm Buildings 1 o final inspection, within one (1) year of permit
with value of work less than $2,500 issuance
Skid Units, Relocatable Industrial 1 o rough -in inspection prior to cover-up
Accommodation, Oilfield Pump -Jacks, and OR
Temporary Services o final inspection within 180 days of permit
issuance, including all additional wiring for
Relocatable Industrial Accommodation and
Manufactured Housing
Manufactured, ready -to -move, or mobile 1 o final inspection within 180 days of permit
home, connection only issuance
Annual Permit for minor alterations, 2 o mid- term inspection
additions conducted on one site AND
o final inspection, within one (1) year of permit
issuance
Quality Management Plan Page 130
County
4.2.4 Miscellaneous Electrical Inspections
In addition to the table above, the following inspection frequency will be adhered to in relation to the thing,
process, or activity identified below.
1. Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will
be inspected upon complaint or concern at the discretion of the Municipality.
2. Site Inspection of Manufacturers will be conducted at the discretion of the Municipality as per the
permit inspection schedule for permitted work; or the compliance and enforcement process will be
initiated for work not permitted or under other safety codes administration such as accredited
corporation monitoring, a Standards Council of Canada program, a provincial government
manufacturing program, or an international agreement, where the work is within scope of safety codes
requirements.
Quality Management Plan Page 131
Where applicable, the Municipality will act in accordance with the Alberta Electrical Utility Code for the
installation and maintenance of electrical utility systems.
4.3.1 Construction Document Review
Prior to construction, an SCO will review design documents and construction drawings applicable to the
new installation of utility systems.
Standard designs for construction will be required to be reviewed on an ongoing basis to ensure that
compliance is continually being achieved with applicable electrical system designs and regulation for the
new installation of utility systems.
A plans review would not normally apply for work done in accordance with existing drawings, standards,
and design. A plans review may be waived, at the discretion of the SCO, for minor alteration or renovation
of utility systems.
An SCO may review design drawings that are not based on a standard design previously approved to ensure
that compliance with applicable codes and standards are being achieved.
Maintenance of Utility Systems includes, but is not limited to, poles, substations and overhead and
underground systems.
4.3.2 Electrical Utility System Site Inspections
A Group B Electrical SCO will conduct site inspections, in accordance with the following table:
Distribution
Dollar values based on project cost)
Minimum percentage of completed projects to be
inspected
Less than $75K 30%
Greater than $75K, less than $500K 50%
Greater than $500K 100%
Transmission and Substations
Less than $200K 50%
Greater than $200K 100%
For construction that is based on a custom design, not repetitive in nature and not based on standard
designs, and that has been signed by a Professional Engineer, the frequency of inspections shall be 30%.
The installations selected for site inspection will be selected at the discretion of the SCO. The SCO will
consider the following elements when selecting installations for site inspections:
urban verses rural construction;
customer type, i.e. industrial, commercial, farm, residential;
system upgrades;
geographic location and terrain, i.e. service area, forest, prairie;
construction crews involved; and
facility risks.
The purpose for considering these elements is to provide for a thorough sample of the annual construction
projects completed by the municipality.
Quality Management Plan Page 132
County of Newell
4.4 Gas
4.4.1 Gas Permits
The Municipality will issue Gas Permits.
4.4.2 Construction Document Review
An SCO or a permit issuer may, as a condition of the permit, require the permit applicant to submit
construction documents including plans and specifications describing the work for any proposed gas
installation.
4.4.3 Gas Installation Site -Inspections
A gas SCO will conduct site inspections at the stages indicated in the following table:
Installation Type
Minimum
Gas Installation Stages
Inspections
Public Institutions, Commercial, Industrial, 2 n rough -in
Multi -Family Residential AND
o final inspection at substantial completion of work
described on the permit within two (2) years of
permit issuance
Single Family Residential or Farm Buildings 2 o rough -in
AND
n final inspection at substantial completion of work
described on the permit within two (2) years of
permit issuance
Single Family Residential accessory 1 o final inspection at substantial completion of work
buildings, or any use alteration, addition, described on the permit within two (2) years of
renovation, or reconstruction, or individual permit issuance
appliance replacement/installation
Temporary Heat Installations, under 1 o final inspection at substantial completion of work
separate permit, or temporary services described on the permit within two (2) years of
permit issuance
Connection of manufactured, ready -to- 1 o final inspection within 180 days of permit issuance
move or mobile home or propane tank set
over 4S4 liters, and/or air test only
Annual Permit 2 n mid-term inspection
AND
o final inspection at substantial completion of work
described on the permit within one (1) year of
permit issuance
4.4.4 Miscellaneous Gas Inspections
In addition to the table above the following inspection frequency will be adhered to in relation to the thing,
process, or activity identified below.
1. Site Inspection of Vendors that advertise, display, or offer for sale things to which the Act applies will
consist of inspecting upon complaint or concern at the discretion of the Municipality.
Quality Management Plan Page 133
County of Newell
2. Site Inspection of Manufacturers will be conducted at the discretion of the Municipality as per the
permit inspection schedule for permitted work; or the compliance and enforcement process will be
initiated for work not permitted or under other safety codes administration such as accredited
corporation monitoring, a Standards Council of Canada program, a provincial government
manufacturing program, or an international agreement, where the work is within scope of safety codes
requirements.
4.5 Plumbing
4.5.1 Plumbing Permits
The Municipality will issue Plumbing permits.
4.5.2 Construction Document Review
An SCO and/or a permit issuer may, as a condition of the permit, require the permit applicant to submit
construction documents including plans and specifications describing the work for any proposed plumbing
installation.
q , 5.3 Plumbing Installation Site -Inspections
A plumbing SCO will conduct site inspections at the stages indicated in the following table:
Installation Type
Minimum # of
Plumbing Installation StageInspections
Public Institutions, Commercial, 2 o rough -in below grade prior to covering
Industrial, Multi -Family OR
Residential with more than 5 o rough -in above grade prior to covering
fixtures AND
o final inspection at substantial completion of work
described on the permit within two (2) years of permit
issuance
Public Institutions, Commercial, 1 o rough -in below grade prior to covering
Industrial, Multi -Family OR
Residential with 5 fixtures or less o rough -in above grade prior to covering
OR
o final inspection at substantial completion of work
described on the permit within two (2) years of permit
issuance
Single Family Residential or Farm 2 o completed rough -in below grade
Buildings new construction or OR
alteration, addition, or o completed rough -in above grade prior to covering
renovation with more than 5 within 180 days of permit issuance
fixtures AND
o final inspection at substantial completion of work
described on the permit within two (2) years of permit
issuance
Single Family Residential or Farm 1 o final inspection at substantial completion of work
Building alteration, addition, or described on the permit within two (2) years of permit
renovation with S fixtures or less issuance
Quality Management Plan Page 134
Manufactured, ready -to -move, or
mobile home not on foundation,
connection only
1 0 final inspection within 180 days of permit issuance
Annual Permit 2 0 mid-term inspection
AND
0 final inspection at substantial completion of work
described on the permit within one (1) year of permit
issuance
Private Sewage Disposal Systems 1 0 one (1) site inspection prior to covering.
Quality Management Plan Page 135
4.5.4 Permits for Private Sewage Disposal Systems
The Municipality will issue permits for Private Sewage Disposal System installations.
The Municipality will, prior to permit issuance, require the permit applicant to provide all relevant
installation details including:
a site plan;
the expected volume of sewage per day;
the criteria used to determine the expected volume of sewage per day;
description and details of all sewage system treatment and effluent disposal component(s); and
details of the method(s) used to determine the soil effluent loading rate, including the results of the
method(s) and who they were conducted by, and the depth to the water table if less than 2.4 m
from ground surface.
A Plumbing Group B SCO will complete a review of the permit application information for compliance with
the Private Sewage Disposal System regulations prior to permit issuance.
4.5.5 Private Sewage Disposal System Site Inspections
A Plumbing Group B SCO will conduct a minimum of one site inspection prior to covering.
4.5.6 Miscellaneous Plumbing Inspections
In addition to the table above. the following inspection frequency will be adhered to in relation to the thing,
process or activity identified below.
1. Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will
consist of inspecting upon complaint or concern at the discretion of the Municipality.
2. Site Inspection of Manufacturers will be conducted at the discretion of the Municipality as per the
permit inspection schedule for permitted work; or the compliance and enforcement process will be
initiated for work not permitted or under other safety codes administration such as accredited
corporation monitoring, a Standards Council of Canada program, a provincial government
manufacturing program, or an international agreement, where the work is within scope of safety codes
requirements.
Quality Management Plan Page 136
County of Newell Request for Proposal
SCHEDULE B – BYLAW 2021-21 SCHEDULE OF FEES
COUNTY OF NEWELL
IN THE PROVINCE OF ALBERTA
BYLAW 2095-25
BYLAW 2095-25 OF THE COUNTY OF NEWELL BEING A BYLAW INTRODUCED
FOR THE PURPOSE OF ESTABLISHING A SCHEDULE OF FEES.
WHEREAS the County of Newell deems it expedient to set and review, as necessary,
from time to time various fees of the County, and
WHEREAS in accordance with the Municipal Government Act, Chapter M-26 RSA 2000
and amendments thereto, the County may set fees for goods and services provided;
NOW THEREFORE the Council of the County of Newell, in the Province of Alberta, duly
assembled enacts and adopts the Schedule of Fees, attached to and forming Schedule
A" of this Bylaw and;
THAT BYLAW 2086-24 is hereby rescinded and;
THAT this Bylaw shall come into force and effect upon third and final reading hereof.
March 6, 2025 MOVED BY COUNCILLOR DAN SHORT that Bylaw 2095-25 receive FIRST
reading.
MOTION CARRIED
March 6, 2025 MOVED BY COUNCILLOR HOLLY JOHNSON that Bylaw 2095-25 receive
SECOND reading.
MOTION CARRIED
March 6, 2025 MOVED BY COUNCILLOR GREG SKRIVER that consent be given for Bylaw
2095-25 to receive third reading this 6t" day of March, 2025.
MOTION CARRIED UNANIMOUSLY
March 6, 2025 MOVED BY COUNCILLOR KELLY CHRISTMAN that Bylaw 2095-25 receive
THIRD and FINAL reading.
MOTION CARRIED
R eve — Arno Doerksen Chief Administrative Officer — Matt Fenske
County of Newell Request for Proposal
SCHEDULE C – CONTRACTOR SAFETY PROGRAM
l .... \ COUNTY OF \ .. "fl � NEWELL•.
Title: Contractor Safety Program
Organization: County of Newell
Contractor Safety Program County of Newell
Page 1 of 6
Location: Box 130, Brooks, AB T1R-1B2 Municipal Address 183037 RR145 1-403-362-3266 (Office)
Approved By: Matt Fenske, Chief Administrative Officer
Authorizing Signature: _
1.0 INTRODUCTION
� \... I ----A
Date of Revision: June 2025
I Supersedes: January 2024 ... �-
The County of Newell has developed a comprehensive Contractor Safety Program for all contracted workers, including
prime contractors, general contractors, sub-contractors, service contractors, and consultants. The Program clearly defines and communicates the responsibilities of all workplace parties involved in the Program's administration and implementation.
The Contractor Safety Program includes:
■ Definitions;
■ Roles and Responsibilities;
■ Contractor Occupational Health and Safety Requirements;
■ Contract Requirements;
■ Safety Sensitive Work/Projects;
■ Incident Reporting;
■ Performance Review;
■ Program Review;
■ Record Retention;
■ References and Additional Resources; and,
■ Appendices.
2.0 DEFINITIONS
2.1 Competent Worker: An individual, who is adequately qualified, suitably trained, and has sufficient experience
to safely perform work without supervision or with a minimal degree of supervision.
2.2 Consultant: A contractor that is hired to be an advisor, resource and/or complete tasks specific to their field of expertise that are at the work site to perform work.
2.3 Contractor: A person or group of people that have been awarded a contract to perform work on the County
of Newell's property or while working on County directed or funded projects.
2.4 County Contact: A County employee who is the primary contact for the contractors conducting work at the
County. County contacts are employer representatives of the County.
2.5 General Contractor: Is responsible for the day-to-day oversight of a construction site, management of
vendors and trades, and the communication of information to all involved parties through the course of a Project.
2.6 Owner: The County of Newell.
2.7 Prime Contractor: The prime contractor for the work site is the County of Newell unless this designation has
been given to a contractor by the County of Newell in a written agreement.
2.8 Project: Any work requested by a department that is coordinated by a County contact.
2.9 Safety Sensitive: Any work, where if not performed in a safe manner, may cause direct and significant damage to property, and/or injury to the employee, and/or the immediate environment.
Contractor Safety Program
County of Newell Page 2 of 6 2.10 Service Contractor: A person or a group of people who provide ongoing services to the County and are on site to perform work. Services may be on departmental equipment (i.e., photocopiers). 2.11 Sub-Contractor: An individual or business that signs a contract to perform part or all the obligations of another’s contract. 2.12 Supplier: A contractor that is in transit and is only on site for the duration of the delivery of goods. 3.0 ROLES & RESPONSIBILITIES Personnel and Safety Services is a resource to assist and facilitate the Contractor Safety Program process. The three (3) types of contractors include prime contractors, general contractors (including service contractors and consultants), and sub-contractors. The Alberta Occupational Health and Safety (AOHS) Act, Regulation and Code and County of Newell policies and procedures dictate specific requirements for all contracted workers to follow. 3.1 Personnel and Safety Services
Supports and maintains the Contractor Safety Program.
Coordinates and assists County contacts, who are supervising contractors, to help resolve health and safety issues effectively and efficiently; and,
Immediately communicates all health and safety concerns to the appropriate site supervisor or contractor. If required, Personnel and Safety Services has the authority to stop work if conditions or concerns are “Immediately Dangerous to Life or Health (IDLH)”. 3.2 Prime Contractor The prime contractor must comply with the AOHS Act, Regulation, Code, and all applicable County policies and procedures. 3.2.1 County of Newell as Prime Contractor The County of Newell, as the owner of the work site, is deemed the prime contractor. This role is assigned to an employer representative known as the County contact. The County contact is a County employee, who is the primary contact for the contractors conducting work for the County, or while on County directed or funded projects. In situations where the County of Newell acts as the prime contractor, the County contact has the following responsibilities:
Performs periodic documented project/work site inspections under their authority and control to ensure that health and safety requirements are adhered to;
Communicates inspection findings that affect the health and safety of any staff, worker, contractor, or visitor through written and/or verbal correspondence to the appropriate authority;
Collaborates with contractors on identified or reported concerns and mediates to resolve issues effectively and efficiently;
Adheres to health and safety rules and regulations;
Reports all reportable incidents/injuries to Personnel and Safety Services; and,
Immediately communicates all health and safety concerns to the appropriate site supervisor or contractor. If required, the County contact has the authority to stop work if conditions or concerns are “IDLH”. 3.2.2 Assignment of Prime Contractor Status The County of Newell, as the owner of the work site, may assign prime contractor designation and associated responsibilities to a contractor by written contractual agreement with the contractor.
Contractor Safety Program
County of Newell Page 3 of 6 The County will use the County’s “Prime Contractor Assignment Decision Tree” to help determine if prime designation will be retained or assigned. This is necessary because prime contractor responsibilities originate with the owner and the owner must be diligent in transferring these responsibilities. In situations where the County assigns prime contractor designation to a contractor, the County contact has the following responsibilities:
Audit the prime contractor’s safety management system on a regular basis (i.e., ensures that hazard assessments are completed, investigations are conducted, safety meetings are held, orientations are occurring, and incidents are investigated); and,
Collaborate regularly with the prime contractor on identified or reported concerns to resolve issues effectively and efficiently. The County may assign a specific work site to a contractor, and transfer by agreement, the health and safety responsibility to that contractor as prime. The smaller work site must be clearly defined. Vehicle and foot traffic between the contractor’s work site and the County must be controlled by a physical barrier and can be treated as a separate “work site within a work site”. 3.3 General Contractor General contractors, including service contractors and consultants, must comply with the AOHS Act, Regulation and
Code, and all applicable County policies and procedures. 3.4 Sub-Contractor Any sub-contractor, hired by a general contractor, must comply with the AOHS Act, Regulation and Code, and all applicable County policies and procedures. 4.0 CONTRACTOR OCCUPATIONAL HEALTH & SAFETY REQUIREMENTS
Ensure first aid services, equipment, and supplies required by the AOHS Code are available at the work site;
Take all necessary steps to protect all workers and other parties at or in the vicinity of the work site from injury or illness;
Ensure work being performed by employers under their control does not endanger the health and safety of persons at the work site;
All equipment provided by the contractor must be maintained in safe working order as per the manufacturer’s specifications;
All work procedures must meet or exceed applicable legislation, industry best practices, and County standards;
Must provide competent supervision at the work site;
Only qualified workers, or workers working under the direct supervision of another competent worker, are permitted to conduct work activities that are County directed or funded projects.
All workers have the right to refuse dangerous work;
Must ensure all necessary personal protective equipment (PPE) is worn and maintained in good condition;
Must investigate and resolve identified health and safety issues and concerns within their work site, as soon as reasonably practicable;
Implement their company’s disciplinary policy for any worker who does not comply with health and safety requirements;
Must inform the workers of the hazards and the control measures that are in place by way of a written hazard assessment;
Must complete formal regularly scheduled inspections;
Must have a written emergency response plan (ERP) in place;
Must have a violence and harassment prevention plan in place;
Must ensure recordable incidents are investigated and subsequent recommendations implemented; and,
Ensure all staff receive an adequate orientation.
Contractor Safety Program
County of Newell Page 4 of 6 5.0 CONTRACT REQUIREMENTS 5.1 Pre-Qualification – General The County of Newell uses a pre-qualification process as a screening method for preferred contractors to verify that a health and safety management system is in place. These general pre-qualifications are for both general contractors and prime contractors. There are several factors considered during the screening process. They include, but are not limited to the following:
Nature of the work and the associated hazards;
Good performance standing with the County of Newell;
Certificate of Recognition (COR) and/or Small Employer Certificate of Recognition (SECOR);
Proof of an account in good standing with the Alberta Workers Compensation Board (WCB); and,
Proof of liability insurance. 5.2 Pre-Qualification – Specific The contract bid must include a list of all specialized trades needed to complete the project or fulfill the contract requirements. This list must include in detail the education and training, both trade specific (i.e., trade ticket or journeyman certification), as well as all applicable and current safety training of the workers designated under the contract (i.e., first aid, flagging, confined space entry). 6.0 SAFETY SENSITIVE WORK/PROJECTS Work or projects, that are deemed safety sensitive by the County contact and involve more than the provision of general supplier or service contractor work, will be subject to the requirements of this section. 6.1 Health and Safety Orientation The County’s Health and Safety Orientation for Contractors is designed to inform contractors of the County’s policies and procedures and to ensure that the contractor understands the County’s expectations as they relate to safety performance. All contract owners, and/or their designate(s), must participate in the County’s orientation process prior to any contract work commencing. Only those contractors, who have completed the orientation and signed-off on the County’s “Contractor Health and Safety Orientation Acknowledgement” form, will be authorized to work for the County. The “Contractor Health and Safety Orientation Acknowledgement” form must be reviewed and signed every year at a minimum and/or sooner should circumstances, such as the following take place:
Significant changes are made to the County’s Contractor Safety Program; or,
Contract owner/designate has/or is going to change. In addition to the above, contractors must conduct their own orientations that are designed to educate their workers on their company’s policies, procedures, and safe work practices (SWPs). 6.2 Pre-Job Commencement Where prime has been assigned, it is expected that a pre-job commencement meeting be held prior to start-up on the project or entry of the prime contractor’s staff and equipment onto the project site. The meeting shall be held between the prime contractor and the County representatives responsible for the project. The nature of the hazards involved, site safety, security, emergency response procedures, and any specific safety precautions required must be discussed. Where practical, representatives of all the major sub-contractors to be utilized should be present at the meeting. Meeting minutes shall be recorded by the contractor and distributed to those persons in attendance at the meeting and those named on the meeting minutes distribution list.
Contractor Safety Program
County of Newell Page 5 of 6 Where relevant, the prime contractor may find it necessary, with each “new” County contract that they are awarded, to communicate to their staff and any sub-contractors, the information shared during the health and safety orientation and/or the pre-job commencement meeting. In situations where the County is the prime contractor, the County contact is responsible to ensure that a pre-job commencement meeting is conducted with each “new” contracted project. The meeting agenda should include, but is not limited to:
AOHS legislative requirements;
Emergency response;
Work site specific hazard assessment;
Reporting requirements
Notification requirements;
Personal protective equipment (PPE) requirements; and,
Work site tour. 6.3 Hazard Assessment In circumstances where the County has prime contractor responsibility, a hazard assessment must be performed jointly by the contractor(s) and the County contact. The assessment is intended to identify all existing and potential hazards that may affect the safety of workers, staff, the operation, the public, and the environment. The hazard assessment must be performed prior to any work beginning at the work site. Where the County of Newell assigns prime contractor designation to a contractor, the contractor must conduct a hazard assessment prior to any work beginning at the work site. The County contact will be responsible for reviewing the prime contractor’s hazard assessments on a regular basis. It is expected that hazard assessments will be reviewed and/or updated by the prime contractor:
At reasonably practicable intervals to prevent the development of unsafe and unhealthy working conditions;
When a new work process is introduced within the work site;
When a work process or operation changes; or,
Before the construction of significant additions or alterations to a work site. Hazard assessments must be readily available at the work site to ensure that all workers affected by existing and potential hazards, are made aware of the hazards. The document must also include the methods of control that are implemented to address each of the identified hazards. 6.4 Inspections All contractors, who are working on County directed or funded projects, are required to perform regular work site inspections. The written inspection form should document any necessary actions to be taken, who is responsible for their completion, and projected timelines for any identified sub-standard condition and/or work practice. The inspection process should include follow-up to ensure previously identified deficiencies have been corrected and that actions have been taken in a timely manner. These reports must be available for review upon request. In circumstances, where the County has prime contractor responsibility, inspections are required to be conducted jointly by the contractor and the County contact. When a recommendation is made to correct a sub-standard act or condition, written documentation and follow-up must be completed to verify that control measures have been implemented. 7.0 INCIDENT REPORTING The County of Newell requires its employees to immediately report all incidents, dangerous occurrences, near misses, and occupational injuries, illnesses, or medical conditions that are the result of a County workplace incident. This same expectation is placed upon our contractors, in that, we expect contract workers to report all incidents to their supervisors. When the County of Newell is the prime contractor, the contractor’s site supervisor shall be responsible to report all known incidents to their supervisor (if applicable) and the County contact, Personnel and Safety Services, or the next higher
Contractor Safety Program
County of Newell Page 6 of 6 authority as available. Contractor supervisors are then responsible for investigating the incident and providing a copy of the investigation report to the County contact or Personnel and Safety Services. If the need is identified, County representatives may participate in the investigation process or choose to conduct their own investigation of the situation. In situations where prime contractor designation has been assigned, the contractor must report to the County contact, Personnel and Safety Services or the next higher authority, any Alberta Occupational Health and Safety/Workers Compensation reportable incidents. After the contractor has completed their own internal reporting and investigation process, a copy of the investigation report is to be provided to the County contact or Personnel and Safety Services. 8.0 PERFORMANCE REVIEW A contractor performance review will be conducted, as needed, by the appropriate stakeholders. The contractor performance review may include a review of:
Contract requirements;
Hazard assessments;
Toolbox meeting minutes;
Work site inspections;
Corrective measures taken for reported sub-standard acts or unsafe conditions;
WCB Experience Rating Assessment;
AOHS compliance orders;
Certificate of Recognition (COR) or Small Employer Certificate of Recognition (SECOR) certification status; and,
Competent prime representative. 9.0 PROGRAM REVIEW The goal of the Program review, which will include an evaluation of the written Program, is to continuously improve the Contractor Safety Program. Personnel and Safety Services will coordinate the review, as the need is identified, or at least every three (3) years. 10.0 RECORD RETENTION Personnel and Safety Services will retain, and update as required, the Contractor Safety Program. All health and safety documentation received (copies of hazard assessments, work site inspections, incident investigations, etc.) related to a contract will be filed and retained in the project file. County employees that are responsible for hiring contractors to provide services to the County will ensure that all required general pre-qualification documents, including the Contractor Health and Safety Orientation Acknowledgement Form, are electronically filed in the County’s Electronic Document Records Management System (EDRMS). 11.0 REFERENCES & ADDITIONAL RESOURCES Alberta Occupational Health and Safety (AOHS) Act, Regulation and Code 12.0 APPENDICES 12.1 Prime Contractor Assignment Decision Tree 12.2 Contractor – Health & Safety Orientation Package 12.3 Contractor Pre-Job Commencement Meeting Agenda 12.4 Contractor Pre-Job Commencement Meeting Sign-In Sheet
County of Newell Request for Proposal
SCHEDULE D – CONTRACTOR – GENERAL HEALTH & SAFETY ORIENTATION
County of Newell
PO Box 130
Brooks, AB
T1R 1B2
403-362-3266
CONTRACTOR
Health and Safety
June 2025 1
CONTRACTOR HEALTH & SAFETY ORIENTATION 1.0 INTRODUCTION The County of Newell is committed to ensuring that employee safety is an integral component of departmental activities. In order to meet our loss prevention objectives and to satisfy our legislated responsibilities, we believe that having a contractor safety program is an essential element of our overall Health and Safety Management System (HSMS). The County of Newell has prepared this package of guidelines to assist contractors in establishing and maintaining an acceptable safety program. The information contained within is to serve as an example of the minimum requirements for an effective contractor safety program. Contractors shall not assume that these guidelines will address every circumstance or that unusual circumstances will not warrant additional precautions. The County, does however, expect that contractors will adhere to their responsibilities as employers and that they will exercise sound judgement in the daily administration of its safety practices and procedures. Contractors are responsible for, and shall monitor, the safety performance of their agents, employees, and any sub-contractors that they have employed to do the work. Nothing in this guideline relieves contractors of their legislated and moral responsibility for work site safety. 2.0 COUNTY OF NEWELL HEALTH & SAFETY POLICY The County of Newell is committed to the health and safety of all employees, including their physical, psychological, and social well-being. To the greatest degree possible, management will provide a Health and Safety Management System that conforms to Alberta’s Occupational Health and Safety (OHS) Legislation and follows the best practices within our industry. In order to be successful, our system requires proper attitudes towards injury and illness prevention and cooperation at all levels in health and safety matters. Our objective is to have a Health and Safety Management System that will reduce the number of injuries and illnesses to an absolute minimum, not merely in keeping with, but surpassing the best experience of municipalities similar to ours. Our Health and Safety Management System will involve:
Educating employees on their individual OHS rights, roles, and responsibilities;
Providing safeguards to the maximum extent possible;
Conducting inspections to find and eliminate unsafe working conditions and practices, control health hazards, and comply fully with the health and safety standards for every job;
Training all employees in good health and safety practices;
Providing necessary personal protective equipment and instruction for its use and care;
Developing and enforcing health and safety rules and requiring all employees to cooperate with these rules as a condition of employment;
Investigating every incident to determine the root causes so steps can be taken to prevent a recurrence;
Managing effective harassment and violence prevention plans;
Working with the Health and Safety Committee to ensure workers’ views are heard and taken into consideration regarding workplace health and safety management; and,
Informing workers of the health and safety issues that may affect them while performing their duties.
The County of Newell recognizes that the responsibilities for health and safety are shared and that when everybody is responsible for safety, the cultures and attitudes that support it are strengthened. Although it is expected that everyone
employed or contracted by the County will comply with applicable legislation as well as the organization’s health and safety directives, standards, and procedures, the following umbrella statements are the overarching concepts of the OHS
Management System within our organization.
Managers are responsible for leadership of the Health and Safety Management System, for its effectiveness and improvement, and for providing the safeguards required to ensure safe conditions.
Supervisors are responsible for developing the proper attitudes toward health and safety in themselves and in those they supervise, and for ensuring that all operations are performed with the utmost regard for the health and safety of
all personnel involved.
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Workers are responsible for wholehearted, genuine cooperation with all aspects of the OHS Management System, including compliance with all rules and regulations, and for adhering to safe work practices while performing their duties.
Contractors are responsible to ensure that any work site, process, or procedure under their control does not create a risk to the health and safety of any person. 3.0 LEGISLATION 3.1 The contractor shall comply with Federal, Provincial and Municipal statutes. 3.2 Worker access to the Alberta Occupational Health and Safety (AOHS) Act, Regulation and Code shall be available at the work site.
4.0 WORKERS COMPENSATION & INSURANCE COVERAGE 4.1 Where the Workers Compensation Act applies, contractors are expected to maintain a current up-to-date account covering all persons involved in the project. Proof of account status (Alberta Workers’ Compensation Board [WCB] Clearance Letter) will be required prior to the commencement of the project/work.
4.2 Appropriate insurance coverage (Certificate of Insurance) is also required, including: 1. General Liability a. For vendors or consultant’s only providing goods or services the minimum coverage required is $2,000,000.00.
b. For any contractor that is constructing, renovating or rebuilding on any of the County of Newell’s property, the minimum coverage required is $5,000,000.00. c. The County of Newell needs to be added as an Additional Insured to the general liability coverage. d. Notification 30 days prior to the cancellation of your General Liability policy.
2. Non-Owned Automobile Liability
a. The minimum coverage required is $2,000,000.00. 3. Commercial Automobile Third Party Liability a. For vendors or consultant’s minimum coverage required is $2,000,000.00.
b. For any contractor that is constructing, renovating or rebuilding on any of the County of Newell’s property, the minimum coverage required is $5,000,000.00.
4. Professional Liability (Errors of Omissions Insurance)
a. For any consultants, including engineers and architects, the minimum coverage required is $2,000,000.00.
The County reserves the right to increase the limits of insurance and/or require other lines of coverage as it deems necessary. 5.0 COMMITMENT TO SAFETY 5.1 While engaged in work for the County, or while on County directed or funded projects, the contractor shall actively promote safe working practices, analyze employee activities to identify risk, ensure appropriate precautions are in place to minimize the likelihood of an incident occurring, and ensure work being performed by employers under their control does not endanger the health and safety of persons at the work site. 5.2 Contractors will promote a psychologically healthy and safe workplace that incorporates a violence and harassment prevention plan which includes the responsibility for:
Understanding and complying with all legislation related to violence and harassment.
Refraining from engaging in any acts of violence or harassment.
Identifying workplace hazards related to violence and harassment and recommending preventative measures.
Immediately reporting incidents, injuries, illnesses, complaints, concerns, or threats of violence or harassment
to their employer, and/or their County of Newell designated contact.
Seeking support when faced with violence and harassment.
Seeking medical attention when necessary.
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5.3 Contractor management shall develop, and if practical, post or distribute safety policies and procedures appropriate to the project activities. 6.0 SAFE WORK PERFORMANCE 6.1 Competent Workers 6.1.1 In keeping with the AOHS Legislation, the contractor shall ensure that only competent workers, or workers under the direct supervision of competent workers, shall be permitted to carry out any work on County projects which may endanger themselves or other workers. 6.1.2 The contractor is responsible for implementing an effective system of safety orientation and education of their staff. 6.1.3 The contractor is responsible for ensuring that workers are familiar with and have access to copies of
the applicable AOHS Legislation. 6.1.4 Each contractor is responsible to conduct pre-commencement and ongoing qualification verification to ensure that workers have the necessary skills, knowledge, experience, and where required, certification, to perform the job safely and in accordance with any applicable legislation. This verification will be necessary for jobs such as:
Flagging;
Driving;
Crane and hoist operation;
Confined space entry and rescue;
Equipment operation;
Emergency response (first aiders); and,
Transportation of dangerous goods (TDG).
6.2 Enforcement 6.2.1 Contractor supervision is responsible for ongoing assessment of employee competence and attitude
and for enforcement of safety operating procedures. 6.2.2 Contractor employees or supervisors who demonstrate a poor attitude toward safe work and safety procedures are not acceptable for work on County projects.
7.0 INSPECTIONS 7.1 Contractors shall use a regular system of safety inspections to detect and correct hazardous conditions, safety violations, and unsafe work practices. 7.2 County representatives may periodically participate in, and provide support to, contractors with their inspection programs. 7.3 Copies of regular inspection reports shall be maintained and made available to the County Contact or Personnel and Safety Services department upon request. 7.4 In addition to regularly scheduled inspections, supervisors/foremen shall conduct continuous work site surveillance, taking immediate action to rectify any observed sub-standard conditions or actions. 8.0 PRE-JOB ORIENTATION 8.1 Prior to commencement of the project, a pre-job orientation meeting shall be held between the contractor and the County Contact responsible for the project. 8.2 The nature of the hazards involved, site safety, security, emergency response procedures, and any specific precautions required will be discussed. Where it is practical, representatives of all major subcontractors, to be utilized by the contractor, should be present at the meeting.
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9.0 INCIDENT REPORTING & INVESTIGATION 9.1 Contractors shall have an effective incident reporting and investigation system established and shall ensure that its employees are advised of the importance of prompt reporting and investigation. 9.2 Contractors must ensure that in the case of a worker exercising their right to refuse dangerous work, the Contractor responds according to the AOHS Act. 9.3 Contractors must ensure that serious and potentially serious incidents are reported to the appropriate authorities in accordance with applicable AOHS Acts and Regulations. 9.4 When the County of Newell is designated prime contractor, contractors will report all incidents to the County Contact. Contractor supervisors are then responsible for investigating the incident and providing a copy of the investigation report to the County Contact. If the need is identified, County representatives may participate in the investigation process or choose to conduct their own investigation of the situation. 9.5 Contractors that have been designated Prime Contractor shall provide copies of AOHS/WCB reportable
incident reports to the County Contact. AOHS/WCB reportable incidents include, at a minimum:
Personal injury (medical aid or disabling);
Vehicle collisions;
Spills or accidental release of products that may be potentially harmful to people or the environment;
Unplanned or uncontrolled explosion, fire or flood that causes a serious injury or illness or that has the potential
of causing a serious injury;
The collapse or upset of a crane, derrick or hoist;
The collapse or failure of any component of a building or structure necessary for the structural integrity of the building or structure, and;
Any Potentially Serious Incident as identified in the AOHS Act. 10.0 EMERGENCY SERVICES 10.1 Contractors shall conduct a pre-commencement evaluation of the project and ensure that emergency response plans, equipment, and trained staff are available to handle emergencies that may arise. Copies of emergency response/evaluation plans shall be made available to the County Contact or Personnel and Safety Services upon request.
10.2 Contractors shall maintain sufficient numbers of trained first aiders, first aid supplies and emergency conveyances as required by the AOHS Legislation. 10.3 Contractors are responsible for pre-job contact with the local ambulance service to verify accessibility to the project. Where ambulance service is not available to the site, the contractor is responsible for providing suitable emergency conveyance, as specified in the AOHS Act and Regulations. 11.0 PERSONAL BEHAVIOUR 11.1 Contractors are responsible to ensure that no employee or employees of any agents or subcontractors are allowed to enter the project site while under the influence of drugs or alcohol. 11.2 Contractors are responsible to ensure that the conveyance or use of firearms on site is prohibited. 11.3 Contractors must have a comprehensive violence and harassment prevention plan in place that ensures employees refrain from and/or do not participate in acts of violence or harassment as outlined in the AOHS Act and Code. 12.0 MONTHLY SAFETY SUMMARY Contractors may be required to provide the County Contact with a monthly summary of safety activities and incidents that occurred on site. The summary should include among other things:
Dates of safety meetings or talks;
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Record of safety inspections conducted;
Safety training activities conducted;
Summary of incidents; and,
Summary of orders received pursuant to the AOHS Act. 13.0 EQUIPMENT STANDARDS
13.1 Contractors are responsible for ensuring that equipment they have fabricated or modified has been designed in accordance with good engineering principles and that a stamped and signed copy of the engineer’s certification is available to the County Contact or Personnel and Safety Services upon request. 13.2 Contractors are responsible to further ensure:
All equipment is in safe mechanical condition;
Tools and equipment have not been modified in any manner that will reduce the original factors of safety or capacity;
A regular inspection program is in place that will remove or “tag out” any defective tools and equipment immediately;
No original guards are removed from the equipment or tools; and,
An effective maintenance program is in place that will maintain equipment in accordance with manufacturer’s specifications. 14.0 STAFF MEETINGS 14.1 A contractor shall conduct regular safety meetings with staff, or through an established Health and Safety Committee (HSC). 14.2 Minutes, complete with attendance records, are to be kept for safety or HSC meetings and are to be made available to the County Contact or Personnel and Safety Services upon request. 14.3 Contractor safety representatives are expected to participate in regular meetings with the County Contact and with safety representatives from other contractors on site. 15.0 REFERENCES & ADDITIONAL RESOURCES Alberta Occupational Health and Safety (AOHS) Act, Regulation and Code
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CONTRACTOR HEALTH AND SAFETY ORIENTATION ACKNOWLEDGEMENT This agreement must be signed by the Contractor Owner, or their designate, to validate that the information has been reviewed, understood, and agreed to, prior to the contracted work commencing. Signing this agreement indicates that the contractor has reviewed the County of Newell’s “Contractor Health and Safety Orientation” package and agrees with all terms, conditions, rules and responsibilities, that it contains. In addition, the contractor agrees to ensure that employees and sub-contractors under their employ comply with the orientation information while working on County of Newell properties, work sites, and projects. I, ______________________________, have read and understand the County of Newell’s “Contractor Health and Safety Orientation” package and will follow all applicable guidelines while working on any County of Newell properties, work sites, and projects. I will further ensure that employees and sub-contractors under my employ will comply with the criteria set out by the County of Newell. I further understand that failure to follow any of the aforementioned rules may result in the expulsion of a contractor, vendor or supplier (proprietor, supervisor or employee), and may result in termination of the contract. ____________________________________________
(Contractor/Company Name) ____________________________________________
(Contractor/Company Representative Name and Position) ____________________________________________ _________________________
(Contractor Representative’s Signature) (Date)
____________________________________________
(County Representative Name and Position) ____________________________________________ _________________________
(County Representative’s Signature) (Date)