Contractor Safety, Your Liability: Closing the Governance Gap
Airports thrive on partnerships. From construction projects and system upgrades to routine maintenance, contractors are often essential to keeping operations running - and compliant. But every contractor who sets foot on your site represents more than just a service provider - they represent potential liability for the airport operator.
The uncomfortable truth? In the eyes of regulators, boards, and the public, the airport owns the outcome of contractor activities, whether governance was tight or things were allowed to slip through the cracks. That’s why leaders must ask: do we truly know who we’re allowing to work here, and do we have the documentation and oversight to prove it?
1. Documentation: What Must Be Required
Too often, projects are greenlit with the assumption that “we’ll collect the paperwork later.” This shortcut, often in the interest of time or meeting crucial deadlines with operational impacts, is where risk quietly seeps in. Documentation should never be optional - it is the foundation of accountability. At a minimum, airports should require:
Prequalification Records – proof of insurance, safety record, and ability to perform the work safely.
Permit-to-Work Authorization – defining exactly where, when, and how contractors can operate. Some airports refer to these as Facility Alteration Permits or FAPs.
Pre-Project Safety Training Certificates – ensuring contractors understand your airport’s SMS requirements, not just their internal standards. Make sure they - and the subs - have attended your orientation. Get a signature. Some airports issue stickers to go on hardhats as a visible marker to identify that an individual has had the orientation.
Supervision and Interface Agreements – providing clarity on roles, responsibilities, and communication channels. Your Plan of Construction Operations (PCO) may contain this information. Ensure that contractors sign indicating they’ve received a copy.
Hazard Identification & Risk Assessments – contractor contributions that align with your HIRA process.
Audit Trail Documentation – maintain records that are complete and easily retrievable, not scattered across email chains or filing cabinets.
Without these, an airport is effectively “flying blind” into a liability gap.
2. A System to Store and Retrieve It All
Even when documentation exists, many organizations struggle to keep it organized and accessible. Paper binders and ad hoc file shares are not governance—they’re headaches waiting to happen.
This is where technology makes the difference. A platform like Wombat Safety Software allows:
Centralized storage of contractor documentation.
Instant retrieval during audits, inspections, or board inquiries.
Integration with your SMS so contractor activities aren’t siloed.
Real-time visibility for managers and executives.
When everything is in one place, you don’t just “hope” you’re compliant—you know you are, and have it at your fingertips.
3. Quality Assurance Before Work Begins
Documentation and storage alone aren’t enough. Airports must ensure a quality assurance (QA) process verifies all required materials before a contractor sets foot on the project site.
This means:
No work starts without all documents having been approved and checked.
Safety managers have a clear sign-off role.
Random audits verify compliance throughout the project.
Executive oversight ensures the process isn’t bypassed for the sake of speed.
The rule should be simple: “If it isn’t documented and verified, it doesn’t start.”
Closing the Governance Gap
Strong governance doesn’t just protect the airport - it protects staff, contractors, and the public. Closing the contractor liability gap requires three things: demanding the right documentation, storing it in a system that works, and verifying compliance before work begins.
At Acclivix, we help airports build this governance foundation. Through Wombat Safety Software, we provide the tools to centralize contractor oversight and ensure executives can access the right records instantly.
📌 Our recommendation:
Schedule a Wombat demo with us today to see how contractor management can be seamlessly integrated with your SMS.
Or, set up a call with us to review your current processes and identify opportunities to minimize liability.
Airports and aviation organizations can’t afford to leave contractor safety to chance. Governance isn’t bureaucracy—it’s protection. The risks are yours either way. The difference lies in whether you can prove you controlled them.