Software Schedule: Alcumus ContractorCheck

The following are the specific terms and conditions for the Software entitled “ContractorCheck” (“ContractorCheck”) ordered by Customer as a Cloud Service pursuant to the Alcumus Cloud Service Agreement (the “Agreement”) at https://INSERT. Capitalized terms shall have the meanings set forth in the Agreement or elsewhere herein. Unless otherwise indicated, references in this Schedule to Sections means the Sections of this Schedule.

DEFINITIONS

In this Schedule, the following words and expressions shall have the following meanings unless there is something in the subject matter or context inconsistent therewith, namely:

(a)       “Accreditation” means the award by ContractorCheck to a Contractor of the ContractorCheck Accreditation based upon the Contractor demonstrating, by the provision of all relevant and required documents and information, that the Contractor is compliant with Alcumus defined best practice (outlined in Exhibit 4);

(b)       “Accreditation Period” means a term of one (1) year from the date of Accreditation of a Contractor;

(c)       "Accreditation Standards " means the assessment to be made by ContractorCheck of a Contractor’s compliance with all applicable health and safety requirements based on Alcumus defined best practice (outlined in Exhibit 4);

(d)       “Assessment” means the assessment by ContractorCheck of the safety management systems that a Contractor to be engaged by the Customer has in place;

(e) “Contractor” means parties who may or currently purchase or use ContractorCheck’s Accreditation or Verification services that are included in the contractor contact list provided by the Customer.   

(f)        “Program” means ContractorCheck’s Program offered to Contractors to obtain Accreditation and/or Verification compliance;

(g)       “Verification” means review of Customer specified documents and data points as per the selected ContractorCheck package (Exhibit 2) based on the Verification Standards outlined in Exhibit 3 .

1 .         DESCRIPTION OF CONTRACTORCHECK

1.1. Alcumus charges for use of ContractorCheck, as defined in Section 1.2 below, based on the “ContractorCheck Package” purchased by Customer as described in Section 1.3 below. ContractorCheck’s components is described below. Customer shall purchase the Package for its intended and actual use of the Cloud Service.

1.2. ContractorCheck. ContractorCheck automates the process of collecting, reviewing, and storing contractor Health and Safety, and Verification or Customer specific compliance data and documentation, in a SaaS environment. With the purpose of Prequalification as defined in section 2.1 below, ContractorCheck administers its Program to provide Contactors with Accreditation and Verification, and Customers with visibility to their contractors’ Accreditation and Verification compliance statuses. The base Fee for ContractorCheck includes the services described in Exhibit 2 depending on the package selected. It also includes access to a web portal through which Customer can view the Verification or Accreditation statuses of the Contractors who have signed up with ContractorCheck and paid their annual fee (“Customer Portal”).

1.3. ContractorCheck Packages. In order to gain access to what has been described in Section 1.2, Customer shall subscribe to a “ContractorCheck Package” as described in Exhibit 2.

2. PRE-QUALIFICATION AND ACCREDITATION

  • Pre-qualification is the process by which Alcumus determines whether a Contractor satisfies the necessary Accreditation and Verification requirements;
  • The Accreditation held by the Contractor is an indication that Alcumus has confirmed that such Contractor has the stated health and safety management systems in place, as defined by Alcumus Accreditation Standard[RE11] s [rb12] [SX13] and by the provision of supporting evidence, demonstrated the operation of that management system;
  • Accreditation and Verification will only be provided to Contractors that: (i) register with ContractorCheck; (ii) pay the required annual fee (iii) complete the required qualification process as described in Exhibit 1.
  • Notwithstanding that ContractorCheck will confirm to Customer a particular Contractor’s Accreditation and Verification status, the actual selection and use of a Contractor includes additional elements unknown to ContractorCheck. Final selection of a Contractor is the responsibility of the Customer, and the Customer must take into account the specific risks relating to Contractor selection and deployment.

3. RESPONSIBILITIES OF ALCUMUS

(a)      Perform its functions in a good and workmanlike manner, with all reasonable due diligence;

4. RESPONSIBILITIES OF THE CUSTOMER

  • Customer agrees that it will:

5. CERTIFICATIONS

5.1 Alcumus is subject to the ISO 27001 annual certification of compliance in respect of the Cloud Service for ContractorCheck.

6. THIRD PARTY SUBPROCESSORS

6.1. ContractorCheck:

a) Salesforce

Exhibit 1

CONTRACTORCHECK PROCESS – SERVICES DESCRIPTION

ONBOARDING

Customer is entitled to the number of implementation sessions defined in its ContractorCheck Package. During these sessions, user lists are shared, Contractor compliance requirements are defined by the Customer, and the list of Contractors (along with relevant contact info) is finalized by the Customer. These deliverables enable account configuration and contractor engagement and onboarding.

Once an account is configured, and the Contractor list is finalized with all relevant info, Alcumus can initiate Contractor engagement. This includes a series of communication attempts (phone and email) to sell the Contractors on the benefits of joining Alcumus and educating them on the process. We typically see best results when our Customers inform their Contractors directly of the relationship between them and Alcumus and expectations moving forward. The implementation timeframe for Contractor engagement varies depending on the list of Contractors but typically takes 4 to 8 weeks, and during that time Customers are kept updated on which of their Contractors have accepted membership and which have not.

We typically see best results when Customers have defined Contractor Management Systems (or at least basic documented rules) that define how employees (and the organization at large) deals with Contractors that decline membership, versus those who subscribe (and more specifically those who are Accredited, or Verified, or not compliant at all). Sharing this information with your Customer Success Manager will better position them to help you achieve your goals.

PRE-QUALIFICATION AND ACCREDITATION

From the perspective of a Contractor, the process begins with  receiving an email from the Customer, informing them of the relationship with Alcumus. The Contractor is required to register with the ContractorCheck Program to gain access to the “Contractor Portal”, which is a web portal through which Contractors submit their documentation and answers to questionnaires to be considered for Verification and/or Accreditation via ContractorCheck. Alcumus has a dedicated team of Membership Services Representatives who are available to assist Contractors through registration and answer any questions they may have about the ContractorCheck Program.

Once registered, the Contractor will receive an email detailing the next steps of the process. This email will consist of their account login information and instructions on how to proceed. Once a Contractor is logged in, they are asked to complete their Profile, in which they provide information about their company, geographic location and work activities that they perform. Based on this information, their health and safety questionnaire is generated. The questionnaire consists of general health and safety questions, work activity-specific health and safety questions, as well as Verification or Customer specific questions. Various support channels are available for Contractors if needed.

Upon submission of the Health and Safety and/or Customer Verification questionnaires, answers are reviewed against relevant criteria. If all the Health and Safety responses meet the Accreditation Standard criteria, an Accreditation is issued to Contractor, communicated through e-mail, and is made visible on both Customer and Contractor Portals. If Customer Verification responses meet relevant criteria, the Verification process is considered complete, and is communicated to the Contractor, and the updated status is made visible on both Customer and Contractor Portals. If any responses do not meet their relevant criteria, the Contractor is notified through a feedback e-mail communication outlining the gaps in their responses. Contractors have an opportunity to adjust their responses based on feedback and resubmit their responses in order to obtain Accreditation and/or Verification Compliance.

The Accreditation is valid for one full year, and Verification compliance is maintained as long as every compliance-dependent document and/or response is current. There are automated notifications in place to inform contractors of expiring Memberships, Accreditations, Documents, Statuses, and inputs to enable them to maintain and manage their Accreditation and Verification Compliance.

While there are automated communications built-in to engage Contractors and encourage them to submit their questionnaire responses and maintain Accreditation and Verification Compliance, it is ultimately the Contractor’s responsibility to achieve and maintain Accreditation and/or Verification Compliance.

The Accreditation held by the Contractor is an indication that ContractorCheck has confirmed that such Contractor has the necessary health and safety measures in place, based on Alcumus best practice (described in Exhibit 4), and by the provision of supporting evidence, demonstrated the operation of that management system. Verification compliance held by the contractor is an indication that ContractorCheck has confirmed that such contractor has met the Customer Verification set of requirements (described in Exhibit 3).

Current Accreditation status is represented on the Customer Portal by an Orange Checkmark, Verification Compliance status is represented on the Customer Portal by a Green (or Purple) Checkmark.

Exhibit 2

DEFINITIONS FOR EXHIBIT 2

Classifications and/or Properties means the number of groupings of Contractors (based on property location or Customer-specific categories) that are configured by the Customer.

Data Verification Points means the number of points to be reviewed and verified against Verification criteria.

Free “Ask the Expert” time each quarter means Customer’s receive up to 2 hours of free consulting time with Alcumus’ Health & Safety Advisory Team. Additional hours can be purchased as deemed necessary by Customer.

Number of Questions means the number of Verification or Customer specific questions that are asked of the contractors via ContractorCheck on behalf of the Customer.

On-Demand Learning means standard on-line educational videos provided by Alcumus.

Single Sign-On means the ability to authenticate end users with the Customer’s identity provider.

Web Services API means access to ContractorCheck public API endpoints. 

Exhibit 3

ALCUMUS VERIFICATION STANDARDS

Alcumus’ Verification Compliance can be obtained by Contractors who have signed up with ContractorCheck and paid their annual fee, who meet the Verification requirements. Compliance with Alcumus’ Verification requirements is determined by Contractors’ responses to the Verification questions. The question topics are outlined below, and the compliance criteria is further dependent on company size / number of employees.

Exhibit 4

ALCUMUS ACCREDITATION STANDARDS

Alcumus’ Health & Safety Accreditation can be obtained by Contractors who have signed up with ContractorCheck and paid their annual fee, who meet Alcumus’ set of Best Practice requirements. Compliance with Alcumus’ Best Practice requirements is determined by Contractors’ responses to the General Health and Safety Questions as well as relevant Work Activity Questions. The question topics are outlined below, and the compliance criteria is further dependent on company size / number of employees.

Exhibit 5

SAMPLE CUSTOMER COMMUNICATIONS TO CONTRACTORS

[DATE]
 

Dear Contractor,

[CUSTOMER NAME] is pleased to announce that we have partnered with Alcumus ContractorCheck to manage our contractor compliance (www.contractorcheck.ca). ContractorCheck is an online contractor management system supported by health, safety and risk professionals. ContractorCheck collects, reviews and maintains contractor information for compliance with OHS legislation and our own specific requirements, and will allow us to engage with our contractors more efficiently. We ask that ALL contractors please complete the ContractorCheck Accreditation in order to continue working with [CUSTOMER NAME].

Here is what ContractorCheck will ask for, on behalf of [CUSTOMER NAME]

  1. Contractor Company Information and Documentation – general company information, including WSIB, and other pertinent documentation, which will be reviewed and stored in the ContractorCheck system.  
  2. Health and Safety Questionnaire – you will be asked questions about H&S policies, training procedures, etc., which will help ContractorCheck with the assessment.
  3. Annual Health and Safety Assessment – your company will be assessed to legislative and [CUSTOMER NAME] specific requirements to ensure compliance.   

ContractorCheck will contact you directly to discuss the program in more detail. If your company is new to these programs of ContractorCheck, there is a fee for this service. However, [CUSTOMER NAME] believes that the benefits to both parties will far exceed any associated costs. If you are a current member of ContractorCheck, there is no additional fee. To encourage a smooth roll out, we’ve set the following timelines for implementation:

Deadline for ContractorCheck Registration:                                                       [DATE]

Deadline for Document and Questionnaire Submission:                                    [DATE]

Deadline for Final ContractorCheck Accreditation:                                             [DATE]

For more information, or to begin registration, please contact ContractorCheck: 

Telephone: 1-800-686-1915 option 2

Email: [email protected]

Website: www.contractorcheck.ca

ank you for your participation! We look forward to continuing our working relationship  

and strengthening our shared commitment to health and safety.

Yours Sincerely,

[INSERT CUSTOMER SIGNATURE]