control of contractors cm.01 cm. 07 of contractors ... cm.01 standard letter to contractors to whom...

1 Issue: V1 Date of Issue: August 2017

Control of Contractors – Document Suite

CM.01 – CM. 07

1. INTRODUCTION

The following documents should be used, in conjunction with the Carlsberg Contractor Database, for the control of contractors at Carlsberg UK.

* = separate document. Page 2 CM.01 Standard Letter to Contractors 3 CM.02 Confirmation of Insurance 4 CM.03 General Acceptance Certificate 5 CM.04(a) Health and Safety Assessment Questionnaire 9 CM.04(b) Health and Safety Evaluation (Carlsberg use only) 14 CM.05 Specific Requirements and Arrangements Guidance 15 CM.06 Approval to Use Contractor 16 CM.07 Annual Declaration of Conditions * CM.08 Safe Monitoring of Contractors * CM.09 Authorisation to Work Certificate * CM.010 Code of Practice for Contractors


CM.01 STANDARD LETTER TO CONTRACTORS To Whom it May Concern MANAGING SAFETY WITH CONTRACTORS Current legislation requires us to take an active role in the management of contractors working on our sites. We are also required to comply with the Carlsberg Group Policy regarding this subject. In order to comply with this policy we are required to carry out an evaluation of all contractors, including those with whom we have worked for some time. It is our aim for all contractors working on Carlsberg sites to be members of an approved Safety Scheme in Procurement (SSiP), Carlsberg has chosen Safe Contractor as their preferred scheme. Carlsberg policy requires that all contractors employed for work on our sites should meet the minimum requirements and standards of current health, safety and environment legislation. In consequence we ask you to provide information with regards to your current systems for management of health, safety and the environment by completing the enclosed questionnaire. The information you provide will form the basis of an evaluation by our company safety specialists. Additionally, should you be accepted for contract work we will expect you to carry out comprehensive risk assessments and prepare method statements for the work which you will be undertaking and supply them within reasonable time to be reviewed prior to work starting. The evaluation procedure requires all of our contractors to read, review and return certain documents which you will find enclosed. Should you wish to contract for work at Carlsberg premises you are asked to read the documents thoroughly and confirm that you and your employees will comply with these health and safety requirements at all times whilst on our sites. Enclosed are:

Contractor Health and Safety Questionnaire. Please complete and return.

Confirmation of Insurance. Please complete and return the form signed by an official and verified with a company stamp from your insurance provider or broker. Note: An increased level of cover may be requested based on a risk assessment of the tasks to be undertaken.

General Acceptance Certificate. Please complete and return.

Code of Practice for Contractors. An information pack containing the rules which you and your employees must comply with.

Do not hesitate to contact the undersigned should you require any further assistance. Yours faithfully On behalf of Carlsberg UK


CM.02 CONFIRMATION OF INSURANCE

To be completed by the Contractors Insurance Company or Broker Provision of the information requested is mandatory in all cases.

1. Name of Policyholder: 2. Address of Policyholder: 3. Business Description: 4. Details of contract/work:

5. Limits of Indemnity Minimum Required shown in brackets a) Employers Liability [£10m] b) Public/Products Liability [£5m] c) Professional Indemnity [£5m] (as applicable) d) Motor (property Damage) [£5m]

Limit of Indemnity (Event/Aggregate)

£……………………………

£……………………………

£……………………………

£……………………………

Indemnity to Principals

Contractual Liability

YES / NO

YES / NO

N/A

N/A

6. Insurance Company a)…………………………………….. b)…………………………………….. c)…………………………………….. d)……………………………………..

Policy Number …………………………………. …………………………………. …………………………………. ………………………………….

Renewal Date …………………………….. …………………………….. …………………………….. ……………………………..

7. Policy Exclusions (relevant to work) : a)…………………………………………………… b)…………………………………………………… c)…………………………………………………… d)……………………………………………………

8. Restrictive Endorsements / Warranties a)…………………………………………………… b)…………………………………………………… c)…………………………………………………… d)……………………………………………………

9. We confirm that the above details are correct and that Carlsberg UK will be informed immediately if any of the above policies are cancelled. Insurance Company / Broker Details: Signed …………………………………………………Name…………………………………………… Company …………………………………………….. Company Stamp :


CM.03 General Acceptance Certificate

1. I acknowledge receipt of a copy of “Carlsberg Contractors Code of Practice” and agree

to ensure that any persons employed or subcontracted by my company at Carlsberg UK will observe all the requirements and conditions specified therein.

2. I further agree that any persons employed or subcontracted by my company at

Carlsberg UK will abide by any specific local instructions for local hazardous situations or operations whilst carrying out the work on my behalf.

3. I will inform my employees and any subcontractors appointed by me of the contents

and requirements of this document and make them aware of any hazards of which I have been informed that they may encounter.

4. I enclose within, or have already forwarded, all relevant documentation requested as

part of the Contractor Evaluation procedure. 5. I agree to provide other relevant information on request including:

• Suitable and sufficient task based risk assessments for any significant risks which will be encountered during the course of the contract

• Details of and risk assessments for any specified risks including the use of any chemical or substance which has a work exposure limit, manual handling or other area covered by specific legislation.

• Method statements which detail how the risks will be properly controlled.

• Where applicable statutory test certificates for equipment to be used on site

• Certificates of competency for operators of Plant and or vehicles as appropriate. Signed for and on behalf of: ...…………...............................................................................................……………. Signature: ............................................................... Date:...........................….….


CM.04 (A) CONTRACTOR HEALTH AND SAFETY QUESTIONNAIRE

TO BE COMPLETED BY ALL CONTRACTING COMPANIES.

Contracted Company Name

Type of Business

Commissioning Managers Name (If Known)

Brief description of work to be carried out

Person completing form

Position

Please answer all questions. Those questions answered with YES should be supported with relevant documentation or comments where spaces are provided.

Part 1.

Ref Question Yes No NA

1 Insurance; Does your company hold, in date insurance policies with reputable companies at the levels identified as a minimum?

1.1 Employers Liability Insurance at £10 million or equivalent

1.2 Public/Product Liability Insurance at £5 million or equivalent

1.3 Other – Please state type and cover amount


2 Health & Safety Management

2.1 Do you have a written health and safety policy?

2.2 How many direct employees do you have?

2.3

Do you employ full time professional health & safety advice?

If yes; Name……………………………………………………

Qualifications………………………………………………...…


2.4 Do you have access to external professional health and safety advice?

If yes; Company name…………………………………..…...



2.5

Is your company a member of any trade association or health and safety organisation?

Trade association name and member number………………………………

……………………………………………………………

Safety organisation name and member number……………………………

……………………………………………………………

2.6 Do you expect to engage sub-contractors as part of the proposed works for Carlsberg? If yes please provide details on how you select and monitor subcontractor performance?

2.7 Do you have a formal system of accident recording of which all your employees are aware?

2.8 Have you been subject to any enforcement action by any regulatory bodies in the last 5 years?

Question

3 Accident History – Please provide details of incidents in the relevant sections below.

Year Ending

Fatalities Specified RIDDOR Reportable

+7 day RIDDOR Reportable

Lost Time Incidents

All Accidents


4 Safe Contractor

4.1 Is your company a member of Safe Contractor?

If yes; Membership number………………………………………………

4.2 Is your company a member of any other SSiP scheme?


If yes; Name of scheme……………………………………………………

Membership number……………………………………………………….

If you answered yes to 4.1 please proceed to part 4.

Part 2. Only answer sections 5 - 7 if you answered NO to question 4.1


5 Supporting Documentation

5.1 A copy of your most recent health and safety policy is attached

5.2 Evidence of your accident reporting and investigation process is attached

5.3 Copies of relevant risk assessments – including supporting assessments such as COSHH, Manual Handling etc - and method statements are attached

5.4 Copies of relevant method statements are attahed

5.4 Details or evidence of your arrangements for consulting with your employees on health and safety matters are attached

Ref Question

6 Supporting Information

6.1 How do you monitor health and safety performance?

6.2 What arrangements do you have in place if there are changes to risks on site?

6.3 How do you ensure staff are competent to carry out the required works?


6.4 How do you ensure machinery and equipment is safe to use?

6.5 How do you communicate the findings of risk assessments to your staff?


7 HSE Enforcement & Training

7.1 Has your organisation during the past 3 years been;

Served a prohibition notice?

Served an improvement notice?

Served a formal caution?

Prosecuted for health and safety offences?

7.2 Have managers and supervisors received health and safety training

7.3 Have your supervisors been provided with health and safety information relating to the work they supervise

7.4 Have your employees received H&S information, instruction and training appropriate to the work and equipment they use

7.5 Are your employees members of a relevant passport training scheme.


8 Environmental Management

8.1 Is there an individual in your company responsible for environmental management? If yes; Name………………………………………….. Qualifications………………………………………….

8.2 Is your organisation accredited through audit to a recognised standard? If yes; Accreditation type…………………………..

8.3 Is your organisation a registered waste carrier?


If yes; Please state your licence number………………………………

8.4 Has your organisation ever been prosecuted or received a formal caution for breaches of environmental breaches?

CONTRACTOR GUIDANCE The Contractor shall provide the information required under each heading in a suitable format. Where requested completed examples of relevant documents must be provided with the questionnaire. Carlsberg UK may request further information or documentary evidence in addition to that already mentioned. This reply shall constitute a declaration of your Company Health and Safety competence and must be signed by an appropriate person within your company. Failure to provide adequate information to the satisfaction of the assessor will render the Contractor ineligible for the award of contracts for work at Carlsberg sites. Part 4. DECLARATION

I certify that the details given in response to the Contractor Health and Safety Questionnaire are, to the best of my knowledge, correct and accurate. Signed: .................................…............................................. Name: ................................................................................... Title: ....................................................................……........... Company Address: ....................................................................................................................


Contact Telephone No. .............................................

CM.04 (B) CARLSBERG EVALUATION OF CONTRACTORS HEALTH AND SAFETY QUESTIONNAIRE

TO BE COMPLETED BY CARLSBERG.

Person evaluating information

Position

Commissioning Manager

Contracting Company Name

Part 1.

Ref Question Adequate Inadequate NA

1 Insurance; Does your company hold, in date insurance policies with reputable companies at the levels identified as a minimum?

1.1 Employers Liability Insurance at £10 million or equivalent

1.2 Public/Product Liability Insurance at £5 million or equivalent

1.3 Other – Please state type and cover amount

Ref Question Points

Available Points

Awarded


2.1

A Health and Safety Policy is not required (<5 employees) 7 A written Health and Safety Policy has been supplied which includes: Company safety organisation 2 Responsibilities 1 Specific arrangements 2

7


Signed by Senior Manager 1 Reviewed within previous 12 months 1

2.2 <5 employees 1 >5 employees 1

1

2.3 &

2.4

Full time person internal 4 Part time internal 2 External 2 No advice 0

4

Ref Question Points

Available Points

Awarded


2.5

Member of recognised trade association 2

Member of recognised health and safety organisation 2

No membership to either of the above 0

4

2.6

Sub contractors not used 6 Sub contractors will be used; No monitoring in place 0 Standard of monitoring is; Excellent 6 Good 3 Poor 1

6

2.7

The system for recording accidents is; Excellent 6 Good 3 Poor 1

6

2.8

No enforcement action 6 Enforcement action; FFI 5 Formal Caution 3 Improvement Notice 1 Prohibition Notice 0

6

Ref Question Points

Available Points

Awarded

4 Safe Contractor


4.1 Full Safe Contractor Membership 86?

No Safe Contractor Membership 0

4.2 Fully accredited to SSiP 76?

Part 2. Only applicable to companies not registered with Safe Contractor.

Ref Question Points

Available Points

Awarded

5 Supporting Documentation

5.2 The accident reporting and investigation process is; Excellent 6 Good 4 Poor 2 Was not submitted 0

6

5.3 No risk assessment submitted 0 The risk assessments submitted; Were specific to the job and location 3 Identified all the relevant hazards 2 Implemented suitable controls 2 Complies with HSE 5 steps 3

10

5.4 Method statements are attached which; Explain the task in sufficient detail 6 Include controls identified in the risk assessment 4

10

5.5 Consultation with employees on health and safety is; Appropriate and documented 3 Is evidenced but incomplete 1 Is not suitable 0

3

Ref Question Points

Available Points

Awarded

6 Supporting Information

6.1 A suitable system of monitoring safety performance is in place. 3 No system has been evidenced 0

3


6.2 A system exists and is suitable for any changes that take place 3 The system exists but is incomplete 1 No system has been evidenced 0

3

6.3 All contractor staff sign to accept the risk assessment and method statements. 6 Only the supervisor or manager sign to accept risk assessments and method statements 2 Other suitable forms of ensuring competency are evidenced 6 No evidence of competence is supplied 0

6

6.4 Statutory checks, pre use checks and defect processes are suitable and used 6 Checks are in place but could be improved 3 No system exists 0

6

6.5 Systems in place for communicating risk assessments, method statements and safe systems of work are suitable

6

Ref Question Points

Available Points

Awarded

7 HSE Enforcement & Training

7.1 No prosecutions 6 Prohibition notice (within last 3 years) 0 Improvement notice (within last 3 years) 2 Formal caution (within last 3 years) 3 Prosecuted for health and safety offences 0

6

7.2 Managers and supervisors have received suitable health and safety training 6 Training has been carried out but is not relevant to the tasks being undertaken 3 No training has been evidenced 0

6

7.3 Supervisors have been provided suitable health and safety information relating to the work they supervise 3 No health and safety information has been provided to supervisors 0

3

7.4 Information instruction and training for employees on the work and equipment they will use is suitable 3 No health and safety information has been to employees 0

3

7.5 All employees are members of a suitable passport scheme 3 Employees are members of a scheme that it not relevant to the works being carried out 1 Employees are not members of a passport scheme 0

3


Ref Question Points

Available Points

Awarded

8 Environmental Management

8.1 Full time internal 3 Part time internal 2 External advice 3 No support/advice 0

3

8.2 Accreditation to a recognised standard 3 No accreditation 0

3

8.3 Registration is required and licence is available 3 Registration is required but no licence available 0 Registration is not required 3

3

8.4 No environmental prosecutions or cautions 3 Cautions or prosecutions with the last 3 years 0

3

Scoring Total

Points Available

Total Points

Awarded

120

Calculation = Total points awarded / 120 x 100 %

0% - 48% Unacceptable – Do not allow work to be undertaken.

49% - 64% Poor – This contractor may only be used if the head of engineering has reviewed and signed off as acceptable the work to be completed.

>65% Acceptable, work can commence within the confines of the contract


CONTRACTOR GUIDANCE

CM.05 SPECIFIC REQUIREMENTS AND ARRANGEMENTS

This form is designed to assist the Contractor to provide additional information and documentation that is relevant to the specific work to be undertaken. The information will be used in the review of the Health and Safety arrangements of the work, completion of risk assessments and preparation of method statements by the Contractor and Carlsberg Company prior to the issue of the Approval to Work Certificates. The Contractor shall provide the information required under each heading in a suitable format. A positive response must be given for each heading. Where you consider sections of this form do not apply to your normal activities on site write N/A. It is important that you read the general and specific requirements in Carlsberg Code of Conduct for Contractors, before completing this form.

Please provide details of:

1. Methods and Materials Give a brief description of the methods and materials to be used on Carlsberg sites.

2. High Risk Activities


Which may include; Hot work Work on or near composite panels Work on or near plant and machinery The use of explosives The use of cartridge operated tools Demolition Excavation Working at heights (assessment based) The use of laser devices Work in confined spaces The use of sources of ionising radiation

The use of scaffolding - Entry into sub-stations/electrical work with isolators at H.V. (+1000 v.a.c.)

equipment Work with, on or installing a pressure vessel connected with steam, gas or

ammonia 3. CoSHH

Identify hazardous substances which will be brought onto the Company’s site. Please supply data sheets and risk assessments for all substances listed

4. General a. The number of persons expected to be engaged in the work together with a

description of their functions and skills. b. The quantity and type of any plant and equipment that the Contractor requires

to bring on to the site c. Where applicable, certificates of training/competence for vehicle drivers,

operators of plant or personnel carrying out activities which require specialist training/information (e.g. electrical, mechanical or asbestos removal).

d. The methods to be used for the disposal of waste materials which are generated

during the contract including Waste Disposal Certificates. e. The details on the location and nature of utilities and services, including

emergency and fire fighting f. The identification of any authorised Subcontractor requested to carry out work

under the contract, together with details of the work intended


g. The provision the Contractor and any Subcontractors will make to ensure facilities for first aid and access to emergency services if required or engaged in work out of normal hours

h. Confirmation of levels of insurance for subcontractors either under main

contractor agreement or independently provided by subcontractor. NOTE: Additional information and documentation should be available for inspection, as may be required. All Health and Safety records should be maintained for the duration of the

contract. Drawings and plans used and produced throughout the project together with all relevant documentation may be requested for inspection at any time by the Company.

CM.06 Approval Certificate

Contracting Company Company Name

Address

Contact Name Signature

Telephone Number

E-Mail Address

Nature of Business

Carlsberg


Approver Name

Signature

Position

E-Mail Address

Site Contact Name Signature

Telephone Number

E-Mail Address

Scope of Works Approved

The above named contracting company has successfully achieved the requirements of Carlsberg policy to carry out works in within the scope of the contractual arrangements. A review is required every 12 months to ensure both parties are controlling any risks appropriately using Carlsberg policy document CM.08

CM.07 ANNUAL DECLARATION OF CONDITIONS

THIS FORM MUST BE SIGNED BY AN APPROPRIATE PERSON WITHIN YOUR COMPANY AND SIGNIFIES A DECLARATION THAT THE DETAILS YOU SUPPLIED 12 MONTHS AGO ARE STILL RELEVANT AND IN THE EVENT THAT RELEVANT CHANGES BE MADE WITHIN THE NEXT 12 MONTHS YOU WILL NOTIFY US ACCORDINGLY. DECLARATION I certify that the details given in response to the “Contractors Health and safety Questionnaire” are still relevant and should any details change within the next 12 months you will be informed accordingly.


Signed: .......................................................................................... Name: .......................................................................................... Company: ......................................................................................... Address: ......................................................................................... ......................................................................................... ......................................................................................... Tel No. ......................................................................................... Date: ........................................................................................

control of contractors cm.01 cm. 07 of contractors ... cm.01 standard letter to contractors to whom...

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