FAQ about DS 21001
- When will Banedanmark require conformity to DS 21001?
In tenders and contracts, Banedanmark will require suppliers of services associated with railway safety and their subcontractors to document that they have established a safety management system that conforms to DS 21001 with effect from 25 August 2020. The management system must include the part of the organisation that is responsible for the delivery or affected by it. This can be documented with a DS 21001 certificate or equivalent documentation that matches the relevant service categories for the contract.
- Do all areas of business undertaken by the supplier have to be certified?
The management system must include the part of the organisation that is responsible for the delivery or affected by it. Unless otherwise stated in the contract, the requirement to conform to DS 21001 applies from the time the contract is entered into. If only a part of the organisation has a safety management system, the supplier must submit documentation detailing the organisational division of the organisation.
- What are services associated with railway safety?
Services associated with railway safety are divided into three Service types:
- Railway safety services
- Professional services associated with railway safety
- Services involving the use of equipment – including railway vehicles
If a supplier provides one or more of these types of services, the supplier must conform to DS 21001.
- What are service categories?
DS 21001 describes service types. In this description, types are subdivided into categories. It is these categories that Banedanmark designates as service categories.
- Where can a supplier find DS 21001?
DS 21001 was published in Danish/English on 25 August 2020. The supplier can search for and purchase the management standard on the Danish Standards website.
- Can Banedanmark provide a copy of DS 21001 to a supplier?
DS 21001 is owned by Danish Standards and Banedanmark thus cannot provide a copy of DS 21001. The supplier can search for and purchase the management standard on the Danish Standards website.
- Where can a supplier get certified?
Suppliers can get certified by an independent certification body. It is possible to get certified by a certification body that is accredited according to DS/EN ISO 9001:2015. The certification body's accreditation in accordance with DS/EN ISO 9001: 2015 must be related to the relevant NACE codes (European industry codes) to which the delivery relates. Please note that the certification body that certifies the supplier cannot simultaneously advise the supplier.
- What are Industry Codes, including NACE Codes?
Danish Industry Code 2007 (BD07) is a 6-digit code that was primarily created for statistical use and is used when establishing organisations. This ensures that placement into industry categories is carried out in a uniform manner in Statistics Denmark’s Statistical Business Register (SBR) and thus also in the Central Business Register (CVR). DB07 is a Danish subdivision of the EU's common industry codes: the 4-digit NACE codes.
- What does it mean for a certification body to be ISO 9001 accredited?
An accredited certification body works according to a certification standard that ensures that the certification process is managed and documented. Accreditation is targeted at individual management standards in the market. ISO 9001, for example, is a standard by which a certification body can be accredited to provide certification. In addition, accreditation is targeted at specific industries, as there is for example a difference between quality management in a pharmaceutical organisation and at a power plant. For accreditation in accordance with, for example, DS/EN ISO 9001:2015, specific industry codes (NACE codes) are associated with such accreditation.
As a central part of an accreditation, the work and deliveries of the certification bodies are monitored and controlled by a governing and independent national body. In Denmark, this body is DANAK. The management process and external monitoring support confidence in the high quality of the certification work. Regarding Industry Codes, DANAK uses only a 4-digit code corresponding to the European NACE code.
- How long does it take to obtain a DS 21001 certificate?
Banedanmark cannot give an estimate of how long it will take to obtain a DS 21001 certificate, as it depends on multiple factors, including the size of the supplier organisation and the number of services supplied. The supplier must clarify how long it takes to obtain a DS 21001 certificate with a certification agency.
- What does it cost to obtain a DS 21001 certificate?
The price of a DS 21001 certificate must be agreed upon with a certification agency, it will depend on a number of factors, for example the size of the supplier organisation, the number of services, and more. The costs of certification, etc. are borne directly by the supplier.
- How long is the certificate valid?
A DS 21001 certificate is valid for 3 years.
- How does a supplier become certified pursuant to DS 21001?
One way to get started on obtaining documentation for conformity to DS 21001 is to seek out an ISO 9001 accredited certification body with experience in the supplier's industry. It is important that the certification body is accredited pursuant to DS/EN ISO 9001:2015. The certification body's accreditation in accordance with DS/EN ISO 9001: 2015 must similarly be related to the relevant NACE codes (European industry codes) to which the delivery relates. Please note that the certification body that advises the supplier cannot simultaneously certify the supplier.
- What does it cost to operate and maintain a safety management system pursuant to DS 21001?
Banedanmark is unable to provide an indication of the cost. This can be agreed upon with the selected certification agency.
The costs of operating and maintaining a safety management system pursuant to DS 21001 are borne directly by the supplier.
- Who can a supplier get help, advice and guidance from if the supplier does not understand the requirements of the standard?
The supplier can contact an accredited certification body pursuant to ISO 9001 with the relevant NACE codes. For further information see the questions about industry codes (NACE codes)
- Does the requirement for conformity to DS 21001 apply to all suppliers and subcontractors (Danish/foreign)?
Going forward, Banedanmark requires all suppliers and subcontractors of services associated with railway safety to conform to DS 21001. This applies to both Danish and foreign suppliers.
- How can a supplier find out whether the type of services that the supplier provides to Banedanmark are subject to conformity requirements for DS 21001?
Banedanmark's tender documents, contracts and/or relevant annexes will indicate whether there is a requirement to conform to DS 21001.
- When must a supplier obtain and send documentation for conformity to DS 21001?
This will be stated in Banedanmark's tender material, contracts and/or relevant annexes. This is generally at the time of concluding a contract or just before the work starts.
- Who can a supplier use as a certification body and advisor?
As a public organisation, Banedanmark cannot dictate who the supplier can use as a certification body. If a certification body is approved to certify according to ISO 9001 with the relevant NACE codes, then the certification body can be used.
Banedanmark has not formulated requirements for the use and selection of a consultant if needed. It can be an advantage for the supplier to use a consultant who has knowledge and experience in the field. Accredited certification bodies can be used as consultants. Please note, however, that the organisation that advises a supplier cannot simultaneously certify the supplier.
- How does a supplier find out the extent to which the management system complies with DS 21001?
A certification body accredited according to ISO 9001 and with relevant associated NACE codes has the necessary experience and knowledge of management systems and they can be helpful in clarifying the extent to which a supplier’s management system conforms to DS 21001.
- How can a supplier use an authorisation to provide railway safety services, cf. Banedanmark's current guidelines?
An existing authorisation to provide railway safety services to Banedanmark is based on the supplier having established a safety management system, cf. the current Guidelines. There are several elements in the Guidelines that to a certain extent can be directly transferred to the requirements in DS 21001. However, DS 21001 has a structure and content that is similar to the more comprehensive ISO standards. Nevertheless, the authorisation is a good starting point for establishing a management system that conforms to DS 21001. However, there are elements of the management system that need to be developed.
- What are the consequences of a supplier already having a different ISO certification?
ISO standards are built around the same template and have a recognisable structure. The structure of DS 21001 is based on the same structure and is consequently similar in many ways to other management standards within the ISO world. This makes interconnection with other management standards easier for suppliers who already use, for example, ISO 9001 (quality management), ISO 45001 (occupational health and safety management) or ISO 14001 (environmental management).
- Must all suppliers have the same management system?
All suppliers and subcontractors of services associated with railway safety must conform to DS 21001, when stipulated in Banedanmark’s tender and contract documents. Banedanmark and the DS 21001 standard do not set requirements for the size and design of the management system, as long as the management system meets the requirements. Methods for conforming with the requirements can be modelled and compliance can thus be adapted to the individual supplier organisation's size, complexity, etc.
- What does conformity to DS 21001 mean for existing contracts concluded before 25 August 2020?
Contracts entered into with Banedanmark before 25 August 2020 are governed as described in the contracts until the contracts expire. Thus, requirements for conformity to DS 21001 does not affect contracts entered into before 25 August 2020.
- What does a supplier do if the supplier's certificate expires while the contract is in progress?
A certificate is valid for 3 years from the date of issue. The supplier is encouraged to plan for re-certification well in advance so that the supplier does not risk the certificate expiring before the contract expires. If the DS 21001 certificate expires during an ongoing contract, Banedanmark considers this to be a breach of contract.
If a supplier obtains re-certification during the term of a contract with Banedanmark, the new DS 21001 certificate must be sent to Banedanmark before the expiry of the previous DS 21001 certificate.
- Can a supplier have its DS 21001 certificate revoked?
A supplier will have its DS 21001 certificate revoked if the supplier does not conform to the requirements of DS 21001. A certification body can thus withdraw the certificate from a supplier. Please note that this type of incident must be reported immediately to relevant parties, including Banedanmark.
- What happens if a supplier has his DS 21001 certificate revoked during an ongoing contract with Banedanmark?
Lack of documentation of conformity to DS 21001 is considered as a breach of contract by Banedanmark.
- Will Banedanmark audit the supplier's management system while the supplier is certified according to DS 21001?
Banedanmark has the option to audit the supplier's management system, while the supplier has a DS 21001 certificate.
- Will Banedanmark audit the supplier against the contract while the supplier is certified?
Banedanmark has the option of auditing the supplier against the contract, while the supplier has a DS 21001 certificate.
- Will Banedanmark conduct oversight, while a supplier is certified pursuant to DS 21001?
Banedanmark has the option to conduct oversight, while the supplier has a DS 21001 certificate.
- How does Banedanmark assess a supplier's documentation pursuant to Model 2?
Banedanmark assesses the submitted documentation, cf. Model 2, with regard to clarifying whether the documentation is at the same level or higher than a certification according to DS 21001 (model 1). There will thus be a specific assessment on a case-by-case basis as to whether the documentation is sufficient and complete. The documentation must be of a nature that can be checked by Banedanmark in the same way as Banedanmark checks a certificate according to DS 21001. This also means that documentation for Model 2 must be sufficiently accessible and explanatory that Banedanmark does not have to spend significantly more time reviewing the documentation than if we had received documentation for compliance with DS 21001 according to Model 1. It is the supplier's responsibility to ensure that the documentation has a form and content that matches this requirement.
- Why do suppliers of services associated with railway safety have to conform to DS 21001?
DS 21001 replaces the authorisation of contractors currently carried out by Banedanmark pursuant to the Guidelines for the authorisation of contractors who provide railway services associated with railway safety. The standard fully covers the requirements that safety-certified railway undertakings and safety-approved infrastructure managers must set for suppliers in accordance with Statutory Order 147 (requirement 5.8 and other items related to the use of suppliers) and its future replacement. Certification under the standard can thus be used as general documentation that suppliers meets established railway safety standards.
- What is the background for and purpose of DS 21003 Railway safety management systems – Work related to infrastructure – Requirements for bodies providing audit and certification of railway safety management systems?
Together with Danish Standards, Banedanmark has developed the new standard DS 21003 Railway safety management systems – Work related to infrastructure – Requirements for bodies providing audit and certification of railway safety management systems.
DS 21003 establishes requirements for certification bodies that perform certification audits, monitoring audits or re-certification audits in accordance with DS 21001 - Railway safety management systems – Work related to infrastructure – Requirements.
The certification bodies' conformity to DS 21003 ensures that certifications and audits in accordance with DS 21001 are conducted with a high level of quality that is trusted across the industry.
DS 21003 specifies requirements for the certification process and subsequent follow-up by the certification bodies. In principle, accredited certification bodies are subject to the same requirements as when issuing an ISO 9001 certificate. However, some additional requirements have been added for DS 21003. For example, DS 21003 requires certification bodies to specifically state on the DS 21001 certificate which service categories the certificate covers and that DS 21003 forms the basis for the certification. This means that a supplier can present a DS 21001 certificate, which specifically on the certificate states that DS 21003 has been followed in connection with certification bodies' document review, certification, monitoring audit and the like.
Requiring certification bodies to conform to DS 21003 when issuing DS 21001 certificates ensures that there are uniform requirements for all certification bodies and a high level of trust in the certificates issued. A DS 21001 certificate documents that the owner of the certificate has a systematic, consistent and documented approach to safety management, and that the safety work complies with the requirements for railway safety management in DS 21001.
The development of DS 21003 has taken place in a standardisation committee, similar to the development of DS 21001 and DS 21002. In addition to Danish Standards and Banedanmark, several other certification bodies have participated in the committee and contributed to the development of DS 21003.
DS 21003 was released on 1 December 2020, and you can search for and buy the standard on the Danish Standards website.
- If a supplier's authorisation to provide railway safety services to Banedanmark expires after 25 August 2020, must the supplier then apply to Banedanmark for a new authorisation in accordance with the current version of the Guidelines or instead provide documentation for compliance with DS 21001?
If a supplier has entered into a contract before 25 August 2020 and the contract states that the supplier must be approved, cf. Banedanmark's guidelines, then the requirement for authorisation applies throughout the term of the contract. This means that the supplier must submit an application form for renewed authorisation, cf. the applicable Guidelines no later than 4 weeks before the authorisation expires.