Safety and Environmental Protection Rules for External Ser-vice Providers at the Bundesdruckerei Group

The contractor is responsible for the safety of his or her employees. Before starting work within the Bundesdruckerei Group, the contractor must take steps to acquire information about the relevant regulations.

As part of that requirement, the contractor is obliged to observe and comply with the following regulations, for example:

• Health & Safety at Work Act

• Construction Site Ordinance

• Visitor Regulations

• Industrial Safety Ordinance

• Accident Prevention Regulation “Principles of Prevention” (DGUV Regulation 1), Accident Prevention Regulation 38 “Construction Work” (DGUV Regulation 38)

• Hazardous Substances Ordinance

• In-House Regulations

• Parking Regulations

• German Water Resources Act (WHG)

If these legal obligations are specified by official measures (permits, orders, etc.), compliance with them is also mandatory.

In addition to these regulations, the contractor is also obliged to observe the Bundesdruckerei Group’s internal occupational health and safety, fire protection and environmental protection regulations. He or she must also monitor and ensure compliance by the deployed employees.

Upon acceptance of the contract, the external service provider regulations and the Bundesdruckerei Group’s General Terms and Conditions of Purchase for Supplies and Services become an integral and binding part of the contract.

Bundesdruckerei and the contractor are obliged to appoint at least one responsible contact person each. The contractor’s contact person or an appointed representative must be present on the Bundesdruckerei Group’s premises during the work.

The contractor is obliged to carry out a risk assessment of the trade-specific activities under the contractor’s responsibility before starting work, to document it and to submit it to the BDr’s specialist bodies on request.

If the work may result in mutual danger, the Bundesdruckerei Group will also appoint a coordinator to coordinate the activities. The coordinator is authorised to issue instructions to the contractor’s employees with regard to occupational safety. The function of the coordinator can be performed by the person responsible for the order on the part of the Bundesdruckerei Group.

As a rule, the following applies: No work may be carried out without assessing the mutual hazards.

All employees of external service providers deployed at the site must receive company-specific instructions before entering the premises.

Company-specific instructions are given through the e-learning course “Instruction of External Service Providers”. After registration by the client, it is automatically assigned to the contractor.

The contractor must ensure that all employees assigned by them, as well as any subcontractors they engage — including their employees — receive this company-specific instruction.

Please note that, without proof of completion of the assigned e-learning course “Instruction for External Service Providers”, it will not be possible to deploy the employee to our premises or our company.

In addition to the company-specific instructions, on-site training must be given for work involving special hazards.

The contractor may only commence work once the briefing on special hazards has been given.

The briefing must be documented on site in writing.

If the service to be provided requires access to the IT infrastructure of the Bundesdruckerei Group, this will not be possible without proof of completion of the assigned e-learning course “Information Security ‘Requirements for External Service Providers’”. Among other things, proof of completion is a prerequisite for receiving access data via ID management. 

If critical situations or unexpected events occur before or during the execution of the contract, the work must be stopped immediately. The person responsible for the contract must be informed right away. He or she must consult with the contractor’s contact person when deciding on the further progress of the work.

In addition, any accident, near-accident, environmental incident, fire or damage to property must be reported immediately to the person responsible for the contract. This policy also applies to subcontractors hired by the contractor.

For emergency calls, please refer to the local emergency numbers listed on the notices.

At the Berlin Kreuzberg location, only the internal emergency number 1112 is to be used.

The contractor is responsible for compliance with all provisions of labour law and collective bargaining agreements.

The daily working hours for the performance of the contractually assumed work on the site are to be determined in consultation between the contractor, the coordinator and the person responsible for the order.

Alcohol, Tobacco and Intoxicants

Smoking and the consumption of alcohol and other intoxicants are strictly prohibited on all premises belonging to or used by the Bundesdruckerei Group and in its buildings.

Employees under the influence of alcohol or other intoxicants are not permitted to be engaged in work.

Food and Drink

The consumption of food and drink is prohibited in all production areas. There are designated break rooms available for the consumption of food and drink.

Explosion Hazard Areas

The use of non-explosion-proof electrical equipment such as mobile phones is not permitted in potentially explosive atmospheres.

Confidentiality

It is not permitted to make copies, take photographs or make any other records or recordings of any equipment, processes or activities. Furthermore, employees of external companies are obliged to maintain confidentiality about the aforementioned matters vis-à-vis third parties even after the completion of their work.

Taking photographs on the company premises is prohibited.

Image recording devices may only be brought onto the premises after the device has been sealed by Plant Security. Photographs taken on official business may only be taken with the prior approval of Plant Security.

The review and approval of the image and film material created may be required.

The introduction of image recording devices into high-security areas is not permitted. Official permission to take them along is only possible after consultation with and approval by the responsible contact person at Bundesdruckerei.

The visitor must commit to refraining from disclosing any information provided during the visit while performing the work or which the visitor has learned or observed. Such information includes – but is not limited to – processes, formulas, machinery, materials, prices, security features, security equipment and any items deemed confidential to the corporate interests of the Bundesdruckerei Group.

Access

Access to and presence – and its duration – on the premises of the Bundesdruckerei Group are only permitted to the extent necessary for the execution of the contract.

Access to the premises is only possible with a valid official ID document.

Entering the premises is only permitted via the official entrances and after showing appropriate visitor or service provider identification card. The ID card issued must be worn visibly and is non-transferable.

The loss of an ID card must be reported immediately to Plant Security (gatekeeper) or the security centre.

The ID card issued for the duration of the visit and any parking permit, as well as the certificate for bringing items in or the permit to take items away must be presented to the gatekeeper without solicitation and handed over again when leaving the premises.

Entering rooms without authorisation is prohibited for security reasons.

Plant Security must be guaranteed access to rooms/areas at all times.

Work Involving Fire Hazards

Specific fire prevention measures must be observed when carrying out welding, cutting and other related processes. Before commencing such work, the contractor must apply for a permit for work involving fire hazards via the contact person at Bundesdruckerei and must strictly observe the safety measures specified therein (work involving heavy dust generation in buildings must also be approved via this procedure).

Safety Precautions

Safety devices must not be removed or rendered ineffective. If doing so is absolutely necessary for the execution of the order, there must be an agreement in advance with the proper contact person at Bundesdruckerei.

Working on Roofs

The protective measures given in the current notices and standard operating procedures for work on the roofs must be observed.

In case of possible danger to others, such the falling tools or materials, the danger area must be closed off before work begins.

All work must only be carried out by trained, instructed and authorised persons in compliance with the respective regulations.

The contractor’s manager must be able to speak and write in German and be sufficiently familiar with the applicable German occupational health and safety laws as well as accident prevention regulations. A German-speaking contact person representing the contractor must be present during the work.

Appropriate qualification and competency certificates must be presented at the request of the client (e.g., electrical work, for driving lifting platforms, forklift trucks, etc.).

For work with specific physical requirements (e.g., work in an oxygen-reduced atmosphere), the contractor must ensure that only personnel suitable for this purpose are deployed. Adherence must be monitored via occupational medical screenings.

Verification of the occupational medical screening (such as in the form of a safety pass) must be presented to Bundesdruckerei upon request.

Only items that are required for fulfilling the order may be brought in.

All work equipment and machinery used for the fulfilment of the order must comply with the applicable regulations, be regularly inspected and may only be used in the prescribed manner.

The safety inspection must be documented on the equipment itself (e.g., inspection sticker).

Work equipment must be secured against access by unauthorised persons.

Bringing work equipment (including IT) into areas with special protection requirements is only permitted for the completion of work activities. Equipment (including IT) and machines brought in to complete the order must be listed and confirmed by the gatekeeper (equipment entry certificate). Items that are not required for performing work activities may not be brought into areas with special protection requirements, including production areas.

For security reasons, data carriers that have been brought in may only be used on the IT systems operated by the Bundesdruckerei Group if they do not contain any malware, and if this has been confirmed on one of our virus-check PCs. In addition, prior consent by your contact person at the Bundesdruckerei Group must be obtained.

For security reasons, it is not permitted to connect IT external devices to Bundesdruckerei Group devices or internal networks.

The removal of company-owned items requires prior approval (permit to take items away).

Plant Security is authorised to perform preventive and repressive (targeted) checks of people, containers and vehicles in accordance with standard federal laws and regulations.

Personal protective equipment (e.g., safety shoes, hearing protection, etc.) must always be provided by the contractor and worn by the employees if accident or health hazards cannot be ruled out by operational or organisational measures.

Particular attention must be paid to health and safety protection labelling.

Safety shoes must always be worn in production areas.

The fire protection regulations valid for the location apply.

Fire extinguishing facilities such as hydrants and fire extinguishers, as well as first aid boxes, must be kept unobstructed at all times.

If, for example, fire extinguishing equipment and/or first aid boxes are not or not sufficiently available on construction sites, they must be provided by the contractor.

Work on electrotechnical systems may only be carried out by electrotechnical specialists. Appropriate qualifications must be presented upon acceptance of the job or before the start of work. In addition, a responsible person must be appointed.

The contractor must prepare risk assessments for the activities and submit them to the client.

Live electrical work is not permitted at all at Bundesdruckerei.

Normal road traffic regulations apply on the premises of Bundesdruckerei. All vehicles on the premises must always drive at walking speed. Priority must be given to internal plant traffic (industrial trucks).

Drivers may only reverse or back up if it is ensured that individuals are not endangered; if this cannot be ensured, they must be assisted by a banksman or signaller.

In the event of an accident, Plant Security or the security centre must be informed immediately.

The work area must be effectively secured before work begins.

Traffic routes, especially escape and rescue routes, must be kept clear at all times. In the event of modifications to traffic routes that could pose a hazard—such as the removal of grating, railings, or excavations—the contractor must ensure these areas are effectively cordoned off.

Work areas that are more than 1 metre above the ground and horizontally closer than 2 metres to a drop-off edge must have safe access, a firm place to stand and effective anti-fall protection.

At openings in floors, ceilings and roof surfaces as well as at recesses and shafts, there must be devices on hand to prevent people from falling.

Only small-scale work may be performed from ladders.

Hazardous areas below elevated workplaces must be cordoned off.

Personal protective equipment guarding against falls from a height must always be worn when working with articulated boom lifts. For this reason, only articulated boom lifts that have defined attachment points may be used.

The handling of hazardous substances, including their storage, must be communicated to and approved by the person responsible for the contract before the work commences. The relevant safety data sheets and operating instructions must be kept available on site and shown on request. Hazardous substances must be labelled in accordance with the legal requirements.

Hazardous substances may only be kept at the workplace in the quantity necessary for the continuation of the work – no more than is needed for the shift or day (depending on the work organisation). If larger quantities are required overall for the commissioned work, suitable storage facilities must be provided by the contractor.

When hazardous substances are handled, a sufficient supply of fresh air must always be ensured so that no concentration in the air that is explosive or hazardous to health will occur. Ignition sources must be kept away from hazardous substances. If necessary, danger areas must be cordoned off to prevent unauthorised persons from entering. The specified protective measures must be applied. 

The contractor is obliged to keep the areas assigned to it in a tidy condition at all times. Contamination must be removed immediately.

Upon entry to the factory, it is necessary to sign in with a valid identification document. Similarly, there is an obligation to sign out when leaving the factory.

Plant Security employees of the Bundesdruckerei Group and/or its commissioned security companies are authorised to issue instructions and also act as contact persons throughout the entire area of application.

The vehicles necessary for executing the work order must be registered with the person responsible for the order in order to obtain an entry permit.

Vehicles may only enter the premises if they are in roadworthy and technically flawless condition.

Vehicles may only be parked in places that have been agreed with the client in advance. Places for parking or unloading will be provided according to availability. The parking permit issued for the day must be placed in a clearly visible position behind the windscreen.

Any negative environmental impacts are to be reduced to the lowest absolutely necessary level.

Activities that may have a significant impact on the environment (such as noise, dust or others) must be agreed with the client in advance. It must be ensured that water-polluting substances / hazardous materials are prevented from entering bodies of water, the soil and the sewage system.

When activities that require specialist operation are commissioned (e.g., according to the Ordinance on Installations for the Handling of Substances Hazardous to Water (AwSV), etc.), proof of specialist capability must be voluntarily submitted without being requested to do so.

After prior consultation with the department responsible within the company, waste is to be disposed of in the waste containers provided, segregated by type. There is no entitlement to disposal facilities directly at the work site. Should further containers for other waste categories be required in addition to the existing waste containers, the client must be notified prior to the commencement of the activity.

Waste to be disposed of by the contractor in accordance with the contract must be disposed of properly and in compliance with the law and may not be placed in the client’s waste containers. A waste disposal plan must be presented in a disposal concept within the framework of the tender for services. Examination of the admissibility of the waste disposal concept is carried out by the department responsible within the company. Only after approval can the specified waste disposal methods be initiated.

The activity of the safety and health coordinator appointed by the site owner, in accordance with the Construction Site Ordinance, does not release the contractor from his or her duty to coordinate with other contractors in accordance with Section 6 (2) of the Accident Prevention Regulation “Principles of Prevention” (DGUV Regulation 1).

The contractor must set up his or her construction site facilities in the areas allocated by the site manager. An appropriate construction site sign (e.g., banner) with essential information (such as safety measures, access restrictions, personal protective equipment (PPE), etc.) must be displayed at the main entrance to the construction site.

The contractor must safely and securely store the materials delivered for the work. Materials, machines and equipment must be brought to the construction site in accordance with the progress of the work and also removed from the construction site in accordance with the progress of the work. After the work is concluded, the construction site must be cleared immediately. The areas and rooms used must be returned to their original condition or to a condition agreed with the building owner after clearance.

Before any work involving digging into the ground commences, it must be ascertained whether there are any cables, pipes or lines in the area. The work must be carried out in such a way that cables, pipes, etc. cannot be damaged. However, if damage does occur or if dangerous objects are found (e.g., weapons), work must be stopped immediately, the danger area cordoned off and the contact person at Bundesdruckerei notified. The regular monitoring of excavation and trench walls as well as shoring measures for their stability and load-bearing capacity is the responsibility of the contractor.

The contractor must provide evidence of the serviceability of the work platforms, protective scaffolding and formwork used and must monitor their operational safety. Modifications to the scaffolding may only be made by the scaffolding erector or after consultation with the site manager. Alterations approved by the site manager are to be restored to their original condition after the work task is completed. The site manager must then be notified. Scaffolding may only be accessed after prior approval by the scaffolding erector or a person with documented capability in accordance with German Health and Safety at Work Regulations (BetrSichV). Approval is shown by means of a visible notice on the scaffolding.

It is compulsory to wear work clothes, safety shoes (at least S3) and high-visibility waistcoats on construction sites. As soon as overhead construction work begins, there is an obligation to wear a hard hat on site. Safety goggles, protective gloves and special protective clothing apply to certain kinds of work (e.g., abrasive cutting, flame cutting, work with hazardous substances, etc.).

The contractor whose equipment, such as cranes, masts or similar, leads to an increased risk of lightning strikes must take appropriate lightning protection measures.

The Bundesdruckerei Group reserves the right to take the following measures in the event of violations of the safety regulations or internal company regulations:

• Temporary suspension of work until the safety-related deficiencies have been remedied

• Removal of employees of the contractor from the premises of the Bundesdruckerei Group

• Cessation of the work and withdrawal of the order

The contractor will bear any additional costs incurred in this respect, such as through substitute performance.