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GAPS Guidelines GAP.1.0.

A Publication of Global Asset Protection Services LLC

OUTSIDE CONTRACTORS

INTRODUCTION
All of the 14 points of OVERVIEW plus management of change should apply to outside contractors as
well as company employees. Control of outside contractors is just one more aspect of doing business
that must be managed to have an effective management program for loss prevention and control.

POSITION
Make certain that the employees of outside contractors working at a facility, whether for major
construction, renovation, remodeling or routine maintenance, follow the same loss prevention rules
that apply to the facility’s employees. Detail these rules in written loss prevention instructions. Attach
these instructions to all bid specifications and all signed work contracts to help ensure that the
contractor is aware of the value management places on loss prevention.

DISCUSSION
The written loss prevention instructions should be discussed with the contractor’s employees when
they first arrive on the job site. Many companies use special booklets and orientation sessions to give
the contractor’s employees this necessary information. Topics covered might include:
• Fire notification procedures;
• Availability and operation of fire and explosion protection equipment;
• Impairment handling procedures;
• Hot work permit requirements;
• Smoking regulations;
• Housekeeping practices;
• Hazards alarm signals procedures;
• Emergency phone numbers;
• Lists of employees who can be contacted with questions;
• Procedures for handling changes from working plans;
• Windstorm precautions;
• Flooding precautions;
• Security concerns.
A representative of the contractor should be assigned to ensure that all the contractor’s employees
follow the facility’s loss prevention procedures. It should be made clear that if the stated loss
prevention procedures are not followed, the representative will be expected to immediately stop the
improper practice, have the deficiency corrected, and promptly discipline the employee responsible.

100 Constitution Plaza, Hartford, Connecticut 06103 Copyright 2015, Global Asset Protection Services LLC

Global Asset Protection Services LLC and its affiliated organizations provide loss prevention surveys and other risk management, business continuity and facility asset
management services. Unless otherwise stated in writing, our personnel, publications, services, and surveys do not address life safety or third party liability issues. The
provision of any service is not meant to imply that every possible hazard has been identified at a facility or that no other hazards exist. Global Asset Protection Services LLC
and its affiliated organizations do not assume, and shall have no liability for the control, correction, continuation or modification of any existing conditions or operations. We
specifically disclaim any warranty or representation that compliance with any advice or recommendation in any document or other communication will make a facility or
operation safe or healthful, or put it in compliance with any law, rule or regulation. If there are any questions concerning any recommendations, or if you have alternative
solutions, please contact us.
GAP.1.0.2.7

When developing written loss prevention instructions for outside contractors, introductory paragraphs
similar to the following should be included. These have been adapted from a booklet published by a
large corporation and clearly define corporate policy with respect to the loss prevention instructions to
be followed by an outside contractor’s employees.

LOSS PREVENTION INSTRUCTIONS


For Contractors and Their Employees: The management of (facility name) believes
that loss prevention is an individual responsibility. Interest and alertness on the part of
each individual will help prevent property damage and other incidents. As a result, we
have established programs and procedures to protect our employees and property and
we require that all employees follow these programs and procedures.
Contractor and subcontractor employees on (facility name) property are temporarily a
part of the (facility name) team and are expected to work to the same superior loss
prevention standards.
This booklet outlines the primary loss prevention procedures to be observed while on
(facility name) property. Practices, which are contrary to these procedures, will not be
tolerated and those responsible for such practices will be removed from the job site.

GAPS Guidelines
2 A Publication of Global Asset Protection Services LLC