Approved list of contractors H&S appraisal questionnaire January 2014

Transcription

1 Approved list of contractors H&S appraisal questionnaire January 2014 Note to contractors You do fill this out; this is for you to provide us with relevant information along with copies of evidence i.e. photocopies of official documents, cards, certificates etc. As part of your application to the Contractor Select List, you are asked to submit the following H&S information / documentation: Fully completed questionnaire In relation to your company, providing all details required and not leaving any parts blank please explain all answers especially those you state are Not Applicable. Please print This questionnaire is to be completed by a senior manager with responsibility for H&S or project management. Details should be provided that relate to the company who is applying to the List (not a H&S Assistant e.g. a consultant company if this is a separate company). This questionnaire is a supporting document to the H&S documentation you are asked to send us as below. And 1. Compliance with H&S legislation Please provide Evidence i.e. photocopies of official documents, cards, certificates of your company s compliance with H&S legislation as fully detailed: Either Member of a pre-qualification scheme under the Safety Schemes In Procurement umbrella If your company / organisation has membership of one of the schemes under the SSIP umbrella see for more information: please clearly indicate this on the questionnaire. You do NOT need to then submit any of the Compliance information as detailed below please proceed to the Competence, Subcontracting and Vulnerable Persons sections. 1

2 Or NOT a member of a pre-qualification scheme under the Safety Schemes In Procurement umbrella - please submit all Compliance information as set out, only then proceed to the Competence, Subcontracting and Vulnerable Persons sections. H&S Policy Statement (signed, dated and reviewed within last 2 years) as required in Section 2(3) of the Health and Safety at Work etc. Act 1974 Where an employer of five or more people must prepare a written statement of his general policy, organisation and arrangements for health and safety at work, keep it upto-date by revision, and bring it to the notice of his employees. If you employ less than 5 whilst you may not have a written policy you do have to have a policy. Please can you provide detail of how you ensure the health and safety of your staff and your company s undertakings? For ease, you might want to use the HSE Policy Template on their website. And H&S Organisational Structure & Responsibilities detailing who has what responsibilities in terms of H&S within your company And H&S Arrangements As per Regulation 5 of the Management of H&S at Work Regulations 1999: Every employer shall make and give effect to such arrangements as are appropriate, having regard to the nature of his activities and the size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventive and protective measures. Note: Even if you have used the HSE Policy Template, you still need to ensure you provide written arrangements that cover all criteria listed in the Approved List of Contractors H&S Appraisal Criteria. And Risk assessments and method statements - 3 examples of generic and site specific risk assessments and method statements relevant to your specific work activities to address the significant risks to you, your employees and anyone else who might be affected. They must also show how you have addressed the risk: You pose to site occupants from what you are doing - where occupants haven t been removed from the site. Occupants pose to you, with what they are doing if this has not been suspended due to the works. The site conditions pose to you e.g. risks arising from layout of site, hazardous materials on site / within the structure etc. And 2. Company Competence Evidence i.e. photocopies of official documents, cards, certificates etc. And details of, as detailed in the questionnaire. Applicants who wish to be considered for electrical works must be registered with NICEIC or the ECA (Electrical Contractors Association) or NAPIT Mechanical Contractors who wish to undertake works on gas systems must be gas safe registered for the appropriate categories of work. 2

3 Applicants who may wish to be considered for oil fired installations must be OFTEC registered for the appropriate categories of work. Applicants who wish to be considered for damp proofing works must be members of the Property Care Association. Applicants who wish to be considered for licensable asbestos work must have a HSE licence. And 3. Employee Competence Evidence i.e. photocopies of official documents, cards, certificates etc. And details of, as detailed in the questionnaire. Show that employees and sub-contractors, where applicable, are competent to do the work / trade they do i.e. have job / trade qualifications and in a safe way i.e. have H&S training / qualifications in general & specific to work environments Please can it be for those employees who would work on FCC projects should you be successful in being contracted by ourselves? Category of Job / Trade Qualifications Anti-intruder alarm /CCTV/Entry/Access control Arboriculture / Woodland management Archaeologist Interiors (including custom built units) Joint sealing/resin injection Landscaping Blinds and Curtains (fitting / fixing) Licensable Asbestos Works 1 Bricklaying Car Park/Playground/Sports Hall markings Carpentry and Joinery Catering Equipment (supply, installation, repair and maintenance) Civil Engineering Communal TV systems installation repair and servicing Lifts installation and testing Maintenance and Servicing of Vents and Louvers Masonry cleaning/repair Moling Nurse Call Systems Oil appliance Maintenance and servicing - Commercial Communications/Data Oil appliance Maintenance and servicing - Domestic Concrete repair/testing/analysis Painting and Decorating Curtain Walling / external doors / windows / roof lights / patent glazing installation repair and maintenance Damp proofing/timber preservation Demolition Domestic appliance installation, repair and servicing Door closing and window closing equipment (installation, repair and maintenance) Personnel Lifting equipment installation and servicing (Stair lifts and Hoists) Piling Plastering Roofing Felt and Asphalt Roofing Slating, tiling and sheeting. 3

4 Drain Maintenance and Repair Dust Extraction Electrical Maintenance and Testing - Commercial Electrical Maintenance and testing - Domestic Electrical Standby supply equipment (installation, repair and maintenance) Energy conservation (including insulation, etc.) Environmental management / pest /wildlife control Fencing Fire detection devices and alarms Floor finishes (including carpeting, sheet flooring, tiling and specialist surfaces) Gas appliance servicing Gas Maintenance - Commercial Gas Maintenance - Domestic Glazing Grounds Maintenance Scaffolding Site clearance and rubbish removal Solid Fuel Maintenance Solid Fuel Servicing Sports Grounds (inc specialist facilities, i.e. allweather surfaces) Sprinkler Systems Stained Glass Steel Welding, Fabricating and Gas Cutting Structural steelwork Suspended ceiling and partitioning systems Swimming pools, fittings, enclosures Temporary Buildings (supply, erection and removal) UPVC window and door Water services / treatment, Pumps/ Sewage/ Drainage Window film (safety film) Notes on Asbestos Training applicable to the Company and Employee Competence. Licensable works If you offer the services of a licensed asbestos contractor, you need to state what training your staff have had towards getting the licence in the table titled: job / trade qualifications. The asbestos works will be the operatives actual job / trade equivalent to plumbing for example. A condition of getting a HSE Licence is that the contractor will have employees who must have appropriate training, RPE, face-fit testing and medical surveillance (where necessary) before any work with licensable material is carried out. Works involving (potential) exposure to asbestos (whether involving non-licensable removal or not) If you do not offer the services of a licensed asbestos contractor but the text below applies to your staff, you need to state what training your staff have had in the table titled: H&S Training / qualifications general & specific to work environments. Asbestos awareness will be one part of the operatives actual job / trade as is other H&S training listed e.g. Manual Handling. The Control of Asbestos Regulations (2012) requires mandatory training for anyone liable to be exposed to asbestos fibres whilst at work. Such awareness training is imperative for those persons liable to disturb asbestos during normal everyday work, in particular:- Computer Installers Gas Fitters Plasterers Construction Workers General Maintenance Staff Plumbers Demolition Workers Joiners Roofers 4

5 Electricians IT Installers Shop Fitters Fire and Security Alarm Installers Heating and Ventilation Engineers Telecommunication Engineers Flooring contractors Painters and Decorators Window Installers And In addition, mandatory asbestos awareness training is essential for those people who may influence how building work is carried out i.e. architects, engineers, building surveyors etc. You are required to confirm your attendance at a recent (i.e. completed since August 2012) UKATA accredited Asbestos Awareness Training Course. Please note: Evidence of this UKATA accredited training will be required of every operative engaged by you in construction related activities on our premises. 4. Subcontracting And Details of trades which you would normally sub-contract & to whom Set out or enclose your procedure for selection and assessment of competent subcontractors 5. Protection of Vulnerable Persons Details of how your company ensures the protection of vulnerable persons who may be present within or around the work area. This applies to your own staff any to any sub contractors you appoint Notes on Protection of Vulnerable Persons With regard to protection of vulnerable persons, a vulnerable person could be a child, but also adults with specific needs and disabilities or an elderly / ill person. You need to demonstrate how you ensure that you / none of your employees can adversely affect a vulnerable person because they have the opportunity to be in their presence during the course of the work. It is not always possible to provide you with a sterile property free of occupants as we also need works done in term time but also in other places e.g. care homes etc. which cannot also be vacated This is through: Checking employees i.e. CRB, references - so as to prevent a person with a past history of abuse etc. being employed by yourselves and placed to work on one of our sites. how you mange lone working - prevention of an employee being alone in a property with vulnerable persons present information to employees on conduct and work practice - so they do not get themselves into a situation where they are alone with occupants monitoring staff on site - to ensure the above in practice (as well as for other H&S standards) It is important for you to have arrangements in place so we can all protect vulnerable person from abuse etc but also to protect you / your employees from false allegations of abuse. Please note 5

6 There will be no association between contractor s personnel and vulnerable persons i.e. school pupils, adults with specific needs and disabilities or an elderly / ill person. When working in FCC premises which may be schools and care homes etc., contractors and/or their staff and/or their sub-contractors shall not fraternize with vulnerable persons or communicate in any way with them. All communications are to be directed through authorised County Council staff only. Tradespersons, contractors and/or their employees must not use the Council s equipment or services, (i.e. gas, electricity and water etc) including toilet facilities without prior consent. Also the use of any of any toilet facilities designated for pupils / residents use in schools / care homes etc. is prohibited. The taking of meal breaks by the contractor s workforce in any building is forbidden unless with the permission of the premises / Building Manager. The use of foul or abusive language or behaviour at any premises will not be tolerated. The taking of photographs or video recordings on / in FCC premises is prohibited without the specific authorisation of staff. All such activity must only be carried out under the direct supervision of authorized staff. If any problems arise with personnel on site of whatever nature, the contractor or their staff must report the incident to the authorized staff in the first instance. Mobile telephones: Use will be restricted as directed by FCC staff. No person must be employed to work at any site if their name appears on any register for the protection of children or vulnerable persons without the prior written consent of Flintshire County Council. This applies to contractors, their staff/operatives and any sub-contractors they appoint. It is the contractor s responsibility to adhere to this policy. Any person found breaking these rules will be removed from site and the incident may be reported to the Police. Appraisal by Flintshire County Council On receipt, we will appraise all of your documents to determine if they are adequate considering you undertaking of works on our behalf. If adequate i.e. all parts of the H&S Appraisal Criteria are fully met that is you achieve full marks on all sections: 1. Compliance must score 12 out of 12 either through: a. evidence of relevant membership to a SSIP scheme b. or by submitting documentation to show evidence of meeting all 12 criteria 2. Company Competence - must score 4 out of 4 3. Employee Competence - must score 3 out of 3 4. Subcontracting must score 2 out of 2 5. Protection of vulnerable persons - must score 1 out of 1 The Contractor Select list database H&S tab will be updated to H&S Approved? Yes and subject to satisfactory checks of accounts, references and insurances, your company will be 6

7 added to the select list. Only a completed H&S Appraisal Criteria and your completed questionnaire will be kept on file all other documents to be appropriately disposed of. If the H&S submission does not meet all the criteria, we shall provide feedback via completed H&S appraisal criteria. You are able to make a second submission i.e. provide additional evidence / updated documentation to meet the criteria. A second H&S Appraisal will be completed and if 'adequate' above shall apply. If not all criteria are met, the contractor select list will be updated to H&S Approved? No and all completed H&S Appraisal Criteria will be retained for reference. Should you then still wish to be on the select list, you will have to reapply with fully revised H&S documentation so as to meet all the criteria. 7

8 First submission of H&S information with initial application Second submission of H&S information in response to feedback 1 st Appraisal by FCC & All criteria met? 2nd Appraisal by FCC & All criteria met? Yes No Subject to satisfactory appraisal of accounts, insurances and references - inclusion on select list, database updated / completed H&S appraisal criteria kept on file Approved After 1 st Appraisal Provide feedback to company in form of completed H&S appraisal criteria Pending After 2 nd Appraisal Record on database and completed H&S Appraisal Criteria that company does not currently meet the required criteria. Rejected Your application and inclusion on the list will be faster if you are able to collate and provide all the evidence needed at the application stage rather than having to receive subsequent request for the required information. 8

9 Assistance If you do not currently have all of the information we require in place, you should consult the following sources before applying: Health & Safety Executive Safety Schemes In Procurement NICEIC ECA NAPIT Gas Safe OFTEC Property Care Association Construction Skills Certification Scheme If you have any questions on this H&S questionnaire please do get in touch with Jonathan Breeze Health and Safety Officer Corporate Health and Safety Flintshire County Council Llwynegrin Hall Mold Flintshire CH7 6NF Tel Applicant Company details FCC REF: 9

10 It is not acceptable to leave any parts of this section blank Main contact details Company: Name, Address, Tel, & Company website address: Name: Address: Name & Job title / position of person completing this application Post Code: Tel: Company Website Address: I/we clearly understand the requirements of this document and to the best of my / our knowledge can state that the information I/we have provided by is both truthful and correct. Signature Date Other names company has been know as in past 5 years: Number of Employees in Applicant Company: H&S Assistance Details 10

11 Name & Job title / position of competent H&S advisor/manager (and contact details if different from above) Level of (competent H&S advisor / managers) H&S management / advisory experience e.g. no. years and Qualifications / accreditations e.g. NEBOSH, IOSH: 11

12 1. Compliance It is not acceptable to leave any parts of this section blank Membership of any pre-qualification scheme Does your company have membership of a pre-qualification scheme under the Safety Schemes In Procurement umbrella? delete as applicable Y / N If Yes: please detail inc. any membership numbers and enclose certificates and then move to the competence sections. If No please move on to: H&S Documentation / Arrangements If you answered no to membership of any pre-qualification scheme please complete: H&S Documentation / Arrangements Have you supplied all requested documentation in your application (unless you have answered Yes to the membership of any pre-qualification scheme box as above)? delete as applicable H&S Policy Statement Y / N (Signed and Dated) H&S Organisational Structure & Responsibilities Y / N H&S Arrangements Y / N Recent applicable risk assessments and method statements included) Y / N (minimum of 3 RA to be 12

13 It is NOT acceptable to simply answer N. If you have answered N to any of the above please explain why and summarise your H&S arrangements etc: continue on separate sheet if necessary 13

14 2. Company competence It is not acceptable to leave any parts of this section blank Please submit copies of evidence all aspects you are providing details on Accident statistics & enforcement action Please detail the number of occurrences for each: continue on separate sheet if necessary Year Year Number of employees in co. Improvement Notices Fatalities Prohibition Notices Reported Major Injures Prosecutions Reported over 7 day accidents Reported Dangerous Occurrences Other nonreportable injury accidents Please summarise further detail about any Improvement Notices / Prohibition Notices / Prosecutions / Pending actions: If you don t have any write none. continue on separate sheet if necessary H&S Non-conformance 14

15 Has your company had any contracts terminated for poor Health and Safety performance in the last three years, or any contracts where damages have been claimed by the contracting authority? delete as applicable Y / N If Yes: please detail continue on separate sheet if necessary Experience Please summarise your company s experience in the types of works you are able to provide e.g. time company in existence, major / recent projects worked on: continue on separate sheet if necessary Asbestos Is your company competent to manage Asbestos risk (reference regulation 10 & 11 of Control of Asbestos Regulations 2012)? delete as applicable Y / N / Not Applicable If Yes, please explain fully how / If No please explain why not / If NA please explain why not. continue on separate sheet if necessary Specific Registrations / Memberships / Licences required for applicable trades if applicable complete all details Registered Applicable? Certificate Number Date Classifications of work. 15

16 Bodies Y/N enclosed? Y/N NICEIC ECA NAPIT delete as applicable Please Delete Y or N as appropriate (leave your choice in the box) Y N Domestic Y N Commercial Y N Commercial & Industrial Y N PAT Testing Y N Gas Safe Domestic Y N Commercial Y N Commercial with kitchens L.P.G Installations OFTEC OFT 101 Y N The Property Care Association HSE Licence for Asbestos Works OTHER relevant trade or professional body: Y Y N N OFT 102 Y N OFT 105E Y N OFT 600A Y N Structural Waterproofing Y N Damp Proofing Y N Wood Preservation State Categories of Work Y Y N N OTHER relevant trade or professional body: State Categories of Work Y N 3. Employee Competence It is not acceptable to leave any parts of this section blank 16

17 Please submit copies of evidence all aspects you are providing details on Competency Cards e.g. CSCS, ECS, CISRS, ACE, JIB-PMES, SNIJIB, SkillCard, CCDO Information about and evidence of Competency Cards Card No. employees with Card Card Details Expiry date of Card 17

18 H&S Training / Qualifications in general & specific to work environments Information about and Evidence of H&S Training / Qualifications Environment / H&S Hazard First Aid Safety Passport Risk Assessment H&S Management Personnel access equipment (Cherry Picker/MEWPS) Work at Height COSHH Manual Handling Radiation Confined Spaces Excavations On or near water High volume traffic areas High volume public areas UKATA accredited Asbestos Awareness 1 Out of normal working hours. Other please state: No. employees Trained Training Course Attended / Qualification Achieved Date of Training / completion 18

19 Job / Trade Qualifications Information about and Evidence of Job / Trade Qualifications Category of Job / Trade Qualifications No. employees Qualified Course Attended & Qualification Achieved Date of Training / completion 19

20 4. SUBCONTRACTING It is not acceptable to leave any parts of this section blank Please enclose details of trades which you would normally sub-contract & to whom (provide name & contact details of only contractors you have assessed for their compliance with H&S legislation and competence to undertake their job and in a safe way) Enclosed? Y / N Please enclose your procedure for selection and assessment of competent subcontractors Enclosed? Y / N It is not acceptable to simply answer N. If you have answered N to any of the above please explain why and summarise your procedure etc: continue on separate sheet if necessary 20

21 5. Protection of vunerable persons It is not acceptable to leave any parts of this section blank Please provide details of how your company ensures the protection Vulnerable Persons who may be present within or around the work area. This applies to your own staff and to any sub contractors you appoint Enclosed? Y / N It is not acceptable to simply answer N. If you have answered N to the above please explain why and summarise your procedure: continue on separate sheet if necessary. 21