Why More EHS and Facility Managers Are Putting Vendor Compliance Under the Microscope
EPA and OSHA regulations aren’t just internal concerns anymore — your third-party vendors are now in the spotlight. For Environmental, Health & Safety (EHS) professionals and facility managers, ensuring regulatory compliance across all operational layers is no longer optional. In today’s regulatory landscape, vendors can make or break your compliance standing.
Third-Party Vendors: The Hidden Compliance Risk
More companies are realizing that even a fully compliant internal team can be exposed to risk through external partnerships. If a vendor mishandles hazardous waste, lacks proper safety documentation, or violates OSHA protocols on your site, your organization could be cited, fined, or held legally responsible.
This shift is prompting EHS leaders to tighten oversight of third-party service providers, especially those involved in:
Waste management and disposal
Industrial cleaning or janitorial services
Environmental testing and remediation
Site excavation or construction support
Hazardous material handling
Compliance Red Flags to Watch For
If you're overseeing vendor operations, here are critical warning signs that could signal compliance gaps:
1. Lack of Documentation
Failure to provide Safety Data Sheets (SDS), training records, or disposal manifests is a major liability. Regulatory bodies expect documentation to be immediate and accurate — excuses won’t cut it during an inspection.
2. Improper Waste Handling
Vendors that fail to label, segregate, or track waste streams can create violations under RCRA (Resource Conservation and Recovery Act) or state-specific hazardous waste regulations.
3. Outdated or Incomplete Procedures
OSHA and EPA guidelines evolve. If your vendor’s protocols haven’t been updated in years, they’re probably non-compliant — and potentially dangerous.
4. Untrained or Undertrained Personnel
Compliance starts with people. Vendors should have verifiable training logs for every technician, especially for high-risk activities like confined space entry, hydro excavation, or chemical handling.
What EHS Managers Are Doing Differently
To stay ahead of inspections and mitigate risk, more organizations are adopting these strategies:
Pre-Qualification Audits: Reviewing vendor safety records, insurance, permits, and training certifications before contracts are signed.
Ongoing Compliance Reviews: Periodically auditing vendor procedures and documentation to ensure continued compliance.
Standardized Compliance Agreements: Embedding OSHA/EPA language directly into service contracts to create enforceable expectations.
Emergency Protocol Alignment: Ensuring vendor personnel understand on-site emergency response plans and reporting structures.
The Regulatory Landscape Is Changing
With increased scrutiny from the EPA, OSHA, and state-level regulators, even unintentional violations can have steep consequences — including fines, shutdowns, or brand damage.
And remember: "We didn't know" or "It was our vendor's fault" is not a valid legal defense.
Key Takeaway: Trust, But Verify
Vendor compliance is now a strategic necessity. Facility and EHS managers must take an active role in:
Vetting vendors’ regulatory knowledge
Confirming proper safety and waste protocols
Demanding transparent documentation
Regularly re-evaluating performance and risk
The vendors you choose are an extension of your operation — and your responsibility. It’s time to make sure they meet the same high standards you set internally.
Need a second set of eyes on your vendor compliance practices? Let’s talk.