Relying solely on contractor prequalification is not enough to protect your workforce, your company, or your reputation. While prequalification is a critical first step, it does not ensure safe work practices once contractors are on-site.
Ben Snyman, Shannon Major, Julia Taylor, and Todd Betterton joined the Make It Safe Vancouver conference to take part in a panel discussion on Contractor Safety: Going Beyond Prequalification.
Together, they explored the risks hiring clients and contractors face when the safety process stops at prequalification—and what a mature, effective contractor safety program looks like from both sides of the relationship.
Watch The Panel Discussion Now
Opening and Introduction
Shannon: Welcome, everyone. Today’s discussion is Contractor Safety: Going Beyond Prequalification. We’ll look at the roles of both hiring clients and contractors, and explore how we can move past basic compliance toward stronger, trust-based safety partnerships.
Establishing a Safety Management System
Shannon: We often talk about going beyond prequalification, but there’s actually a step before that. Contractors should have a safety management system in place before they’re even prequalified. Ben, how can hiring clients encourage this?
Ben: It starts with relationships built on trust and assurance. Prequalification is part of due diligence, not the standard itself. Contractors should already have a safety management system in place; clients need to vet whether that system meets legal and industry standards.
Julia: Smaller contractors often lack resources for safety. Hiring clients can help by budgeting for contractor safety development or offering support.
Todd: Exactly. Great contractors want to work with great clients. Understand where your contractors are in their maturity journey and help them get there—what I call reverse marketing: how to become the best customer.
Prequalification and Risk Management
Shannon: Let’s define prequalification. Todd?
Todd: Prequalification is proactive risk management. It’s a screening process to ensure contractors meet baseline requirements. It demonstrates due diligence and leads to better safety and operational outcomes.
Ben: Right—prequalification should align with a company’s risk tolerance. Avoid a one-size-fits-all approach. Define which projects or contractors represent higher risks and tailor your requirements accordingly.
Julia: Open communication is key. Avoid rigid checklists that don’t reflect the contractor’s actual work.
Ben: And prequalification should truly happen before the contractor is on-site. Too often, companies bring them in and assess afterward—by then, they’re already exposed to risk.
Bidding, Orientation, and Starting Work
Shannon: During bidding, how can hiring clients communicate anticipated hazards or risks?
Todd: A clear scope of work is critical. Define project intent, risks, equipment needs, and required skills. Allow contractors site visits to understand conditions. Include leadership-level discussions before awarding contracts—get the right people in the room.
Julia: Before work begins, make sure contractors are well oriented. Offer mobile tools or site tours and promote communication. Knowledge is power—ensure both sides know what to expect.
Ben: Don’t overwhelm contractors at the prequalification stage. Address requirements in order—corporate compliance first, then site-specific risk, then workforce-level compliance once work begins.
During Project Execution
Shannon: Once work starts, how should both sides handle continuous monitoring?
Todd: Use inspections, toolbox meetings, and digital tools to track leading indicators. Determine inspection frequency and engage the right leaders for oversight.
Julia: If audits are part of your process, communicate expectations early so contractors know their responsibilities.
Ben: Legally, be careful not to direct a contractor’s work—you oversee, not manage. Once you start directing, you may assume liability.
Continuous Improvement and Culture
Shannon: What indicators should hiring clients measure to ensure continual improvement?
Julia: Communication and culture. Contractors should feel safe to raise issues without fear. Establish trust and open dialogue—it’s like any good partnership.
Ben: Apply continuous improvement models like Plan-Do-Check-Act. Third-party audits are a good indicator of management commitment. Strong contractor programs improve productivity and engagement.
Todd: Maintain “soft pressure.” Encourage accurate reporting without creating fear or fatigue. True safety culture starts at the top but must reach field leadership.
Julia: Also, remember that most contractors are small—often under 50 employees. They wear many hats, so hiring clients should show empathy and support when applying expectations.
Ben: And consider psychological safety. Many contractors, including new immigrants, may fear job loss or not understand regulations. Physical safety isn’t the whole picture.
AI and Technology in Prequalification
Shannon: AI is increasingly part of this process. Julia, what are your thoughts?
Julia: AI is powerful but not perfect. It’s like a child—it follows instructions exactly but lacks nuance. Use it as a tool, not a replacement for expertise. Always apply human oversight and protect sensitive company data.
Ben: Agreed. AI won’t replace jobs, but people who know how to use it effectively will. It can enhance efficiency, like scanning large safety manuals for relevant content, but requires boundaries and checks.
Audience Q&A Highlights
- Balancing technical and regulatory requirements: Avoid overloading contractors; tailor requirements based on risk and project type.
- Certification weight (ISO, COR): Valuable as evidence of strong management systems, but shouldn’t be redundant or overemphasized.
- Declining safety standards: Engage in dialogue rather than removing contractors immediately. Identify root causes and support improvement.
- Subcontractor oversight: Ensure safety expectations extend to subcontractors; this is increasingly integrated into prequalification systems.
Closing
Shannon: Thank you to our panelists—Ben, Todd, and Julia—and to everyone who joined us for this insightful session on Contractor Safety – Beyond Prequalification.
About The Participants
Moderator: Shannon Major, Director of Partnerships, STP ComplianceEHS
Panelists:
- Ben Simon, CEO & Founder, ContractorXchange (Powered by AuditSoft)
- Todd, Senior Sales Director, Safe Contractor Canada
- Julia Taylor, Senior Director of Strategic Growth, Safety Services Company
