Prepare the Prevention Plan (PP), identifying specific risks, and submit a draft version to the contractor.

Ideally, the PP should be signed one month before the start of the contract.

CERN is responsible of the Safety of every person working on its site. In this respect, CERN has the obligation to ensure the Safety coordination of activities.

The technical officer should seek support from HSE Unit when necessary, especially for specific matters such as radiation protection, asbestos etc. or for any help about the preparation of the PP.

See HSE Unit website for more information on applicable Safety rules, available trainings etc.

Use the template available in CERN’s Safety forms website.

Each technical officer should have identified and understood the risks related to the performance of the services, and answer the questions “what”, “who”, “how”, “when”. This includes consideration of risks related to CERN site, co-activity and the performance of the services.

The PP shall be reviewed and updated on a regular basis. Please refer to section “Safety coordination” for further details.

Complete the PP, including in particular risk mitigation actions, and submit it to the technical officer.

Review and draft the document, in coordination with CERN’s HSE Unit.

Submit the final version of the PP to the technical officer for approval.

Approve the PP and upload it in EDMS. The PP shall be signed before the start of activites on the CERN site.

Legal obligation: the PP shall be signed before the start of any work.

Distribute the PP to all members of the CERN team for work supervision, make one (paper) copy available to anyone concerned, request written confirmation from the contractor that the PP has been duly distributed and presented to the contractor’s personnel.

File the PP.

Perform the “Joint Inspection Visit” (“VIC”) during the preparation of the Prevention Plan (PP). When the contractor is expected to access large / many CERN facilities, the visit should focus on CERN’s strategic buildings in terms of Safety. In addition, Specific VICs should be performed during the execution of the contract, before the work starts.

The VIC shall involve:

• The technical officer,
• CERN’s Technical Safety Officer (TSO),
• The contractor’s duly appointed representative,
• The contractor’s Safety officer,
• CERN Safety coordination,
• CERN radiation protection services, if required.

In principle, the presence of CERN HSE Unit representative is not mandatory but can be decided on a case by case basis.

Draft the VIC report. Submit it to the contractor.

Sign the VIC report. The VIC can be signed by a CERN representative duly appointed by the technical officer.

Distribute the VIC to all members of the CERN team for work supervision, make one (paper) copy available to anyone concerned, request written confirmation to the contractor that the VIC has been duly distributed and presented to the contractor’s personnel.

File the report of VIC in EDMS and include it in the PP.

In case of punctual VIC performed before the start of a work, the report of the VIC shall be made with the “IMPACT” tool (use the related “VIC” functionality in the tool and attach it directly to the IMPACT form).

In case the technical officer needs further information on how to use IMPACT, there is a course “IMPACT Fundamentals" available at https://lms.cern.ch/ekp/servlet/ekp?TX=WIDGETCONTAINERPAGE. This course, in English or French, covers the basics for IMPACT.

Organize regular progress meetings (weekly or bi-monthly) to:

-follow-up the actual implementation of the contract until the contract start date, focusing on the actions decided during the kick-off meeting (resources, training etc.), and on the type of documents expected from the contractor (work procedures etc.) including associated deadlines,

-define the format and frequency reporting during the implementation phase and execution of the contract.

Participation of the procurement officer is strongly encouraged. The technical officer must raise issues that may have an impact on the contract implementation to the procurement officer as soon as possible.

Draft the minutes of the implementation progress meeting -have it reviewed by the procurement officer if necessary - and issue it to the contractor.

File the minutes of implementation progress meetings.

Once the contractor's contact persons have been validated in Qualiac by the procurement officer, register in PRT2 each person (and subcontractor's person) who will need access to CERN's site, with all required supporting documents, with a proposed duration of access rights (not exceeding the contract's duration). Once PRT2 has been completed, the contractor's personnel shall present themselves to CERN's Security service in building 55 before the start of the services to be performed, and show the originals of the supporting documents to get their registration card.

Please refer to the website  http://admin-eguide.web.cern.ch/en/procedure/enregistrement-de-personnel-dentreprise-contractante and the document "Working on the CERN site"  for additional information.

Beware: In case the contractor holds more than one contract with CERN, make sure the right personnel is registered under the right contract. For subcontractors, a formal request shall be made to CERN, please refer to section "Approval of a subcontractor" for further details.

Upon expiry of a supporting document (ID, certificate, training, etc.), access rights will be automatically withdrawn. The contractor and the technical officer will receive a notification two months in advance - requesting the renewal / extension of the relevant supporting document.

Check that the overall number of personnel and proposed duration of access to the CERN site matches with the activity performed. If needed, contact Registration service (access.registration@cern.ch) - in particular if proposed duration is not adequate (E.g: request for three years for works lasting 6 months).

Provide the list of CERN’s buildings requiring specific access authorizations, and to which contractor’s personnel (and subcontractor’s personnel) will have access during the execution of the contract.

Please refer to the document "Working on the CERN site" for additional information.

All accesses shall be requested before the start of the contract.

For contracts related to works, the technical officer might provide the list of buildings only during the execution of the contract. In such case, access requests will be made after the start of the contract. See more details in section "Registration and access authorizations".

For C contracts, access follow-up can be used as a strong control tool, since the technical officer is responsible to validate access to CERN’s premises on a case-by-case basis.

Access control is performed with the ADaMS (Access Distribution and Management System) tool, which give details on all CERN zones with an access control system.

Log on to ADaMS, select a CERN zone and the building zone code to which the contractor’s personnel (and subcontractor’s personnel) will have access.

ADaMS will:

• Provide the links to the list of training courses to be performed;

• Provide a confirmation that all necessary training courses have been registered (and then performed) correctly;

• Establish whether a dosimeter is necessary;

• Give information about minimum Personal Protective Equipment (PPEs) required.

A CERN account is required to access ADaMS.

Beware: information provided by ADaMS on PPE do not exempt the contractor from checking and making sure that all necessary PPE are provided for the performance of the services.

Please refer to the document Working on the CERN site for more information on dosimeters and double dosimetry. Additional guidelines can be found in the CERN dosimetry website on how to obtain a CERN dosimeter.

ADaMS provides information about premises under access control, and gives guidelines about the related minimum requirements. In this respect, ADaMS is not intended to provide guidance about the risks related to the performance of the services.

Complete the requested training courses, and, if applicable, obtain a CERN dosimeter.

Training shall be performed before the date of intervention in CERN’s building, otherwise access will be denied.

Once the trainings are performed and, if applicable, upon reception of a CERN dosimeter, request access to CERN’s specific buildings for each of the contractor’s personnel (and subcontractor’s personnel) via EDH (the document is called "Access Request (ACRQ)").

The link to EDH can be found in ADaMS.

Review the proposed list of personnel and duration of access rights, with validation in EDH. The workflow is then redirected to the responsible of the area concerned (Group Leader In Matters Of Safety (GLIMOS), Department Safety Officer (DSO) etc.) of the related building for final approval.

Upon approval, a green check will be visible in ADaMS.

Give specific instructions concerning the provision of the CERN property (keys, SIM cards, ODH detector, vehicle etc.) requesting supporting documents as necessary (e.g. driving license).

Establish an inventory for such CERN property (keys, SIM cards, ODH detector, vehicle etc.), stating its condition upon handover.

Keep track of all CERN property provided to the contractor.

Sign the CERN inventory (keys, SIM cards, vehicle etc.)

It is advisable to use “Ordre de Service” (OS) to formalise and document the inventory. See section “Correspondence” for further details.