Standard Operating Procedure. CCG SOP10 Management of Contractors. Version 1. Implementation Date 01/04/2013. Review Date 30/04/2014.

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1 Northumberland, North Tyneside, Newcastle North and East, Newcastle West, Gateshead, South Tyneside, Sunderland, North Durham, Durham Dales, Easington and Sedgefield, Darlington, Hartlepool and Stockton on Tees and South Tees Clinical Commissioning Groups Standard Operating Procedure CCG SOP10 Management of Contractors Version 1 Implementation Date 01/04/2013 Review Date 30/04/2014 Approved By CCGs Approval Date 01/04/2013 Revisions Date Section Reason for Change Approved by Procedure Obsolete Date Reason Approved by CCG SOP10 Management of Contractors

2 Management of Contractors 1 Purpose This SOP outlines the arrangements for managing Contractor(s) working within premises occupied by the CCGs. Under the Health and Safety at Work Etc. Act 1974 all reasonable precautions must be taken to ensure patients, visitors, staff and other persons working at or using its estate are safe and kept free from harm. 2 Who Will Be Affected By This Procedure? This procedure applies to all staff working within the CCGs. Although there is no legal obligation under The Workplace (Health, Safety and Welfare) Regulations 1992 and Health Safety at Work Act 1974 for employers to take account of persons who are not their employees, such as visitors and Contractor(s), it is recognised as good practice to make some provision for them. This procedure does not relate to Independent Contractor(s) i.e. General Practitioners, Dentists, Pharmacists or Optometrists, but to Contractor(s) engaged to carry out work on CCG occupied premises. 3 Responsibility The CCG Accountable Officer is responsible for the dissemination and implementation of this procedure. 4 Content/Abbreviation Definitions For the purposes of this procedure, Northumberland, North Tyneside, Newcastle North and East, Newcastle West, Gateshead, South Tyneside, Sunderland, North Durham, Durham Dales, Easington and Sedgefield, Darlington, Hartlepool and Stockton on Tees and South Tees Clinical Commissioning Groups will be referred to as the CCGs. The following terms are used in this document: Contractor(s) - a person or entity that enters into a contract, commonly, a person or entity that agrees to construct a building or to provide or install specialised portions of the construction. CCG SOP10 Management of Contractors 2

3 5 Responsibilities The party responsible for the overall job is a "general contractor and those he/she/it hires to construct or install certain parts (electrical, plumbing, roofing, tile-laying, etc.) are "sub-contractor(s)", who are responsible to the general Contractor(s) and not to the CCG. 5.1 Management of contractors The CCGs will have in place, either internally or by specific arrangement with an agent acting on their behalf, arrangements for the management of contractors operating in CCG occupied premises. Such arrangements will ensure that: tender, selection and appointing rules have been adhered to; accreditation, training and competency checks have been undertaken; appropriate monitoring arrangements are in place; relevant paperwork has been completed prior to contractor(s) accessing work areas, including a confidentiality agreement for third party suppliers and arrangements for pre-start meetings CCG staff are informed of the arrangements that have been made in connection with the scope of works; contractor(s) receive an induction of the workplace, includes names and whereabouts of main contact, first-aiders, first-aid boxes, fire safety and waste facilities; activities of the contractor(s) are co-ordinated, controlled and monitored to effectively minimise the risks presented to CCG employees, other persons on site and the public; appropriate liaison takes place with the CCG Manager of the area(s) where work is to be carried out and a pre-meeting is arranged if this is deemed appropriate; any instance of non-compliance which constitutes a breach of contract is dealt with appropriately. 5.2 CCG staff employees should report any untoward activity to their line manager in the first instance and complete an incident report form for every identified risk, incident or near miss that takes place; CCG SOP10 Management of Contractors 3

4 employees must not change any scope of works to be carried out by the contractor(s) direct and should direct their query to their line manager. 5.3 Contractor(s) contractor(s) shall comply with this procedure and with any relevant statutory provision and code(s) of practice. The agent acting on the CCG s behalf will deal with any instance of non-compliance which constitutes a breach of contract and the CCG will not be liable for any claims where work is stopped and / or remedial action has to be taken as a result of such a breach. contractor(s) must be able to demonstrate an awareness of Health & Safety Law and Good Practice. They will comply with any reasonable request by the agent acting on behalf of the CCG or other authorised person to ensure that work is conducted without risk to the safety and health of people and without risk to the safety of plant and premises. contractor(s) must provide the agent acting on behalf of the CCG with a copy of their own Health & Safety Policy and other relevant documentation, i.e. risk assessments for approval and vetting. The Contractor(s) may be asked to complete the Contractor(s) Safety Method Statement. where viable and depending on contract sum, the Policy from a Contractor(s) must contain a general statement of intent, signed by a Senior Executive and must specify the responsibilities of each level of management, supervision and non-supervisory staff. The Policy should also show the arrangements by which health and safety is managed and monitored. contractor(s) employing fewer than five persons and not in possession of a Company Health & Safety Policy must notify the agent acting on behalf of the CCG in writing of the person in the organisation who is responsible for safety. 6 References Health and Safety at Work Act 1974 The Workplace (Health, Safety and Welfare) Regulations 1992 CCG Incident Reporting Policy 7 Consultation CCG SOP10 Management of Contractors 4

5 This SOP has been developed with reference to the Estates and Facilities Contractor(s) Policy in NHS Tees. CCG SOP10 Management of Contractors 5