penydarren, merthyr tydfil external wall insulation ... part b.pdf · ensure safe working and...

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Penydarren, Merthyr Tydfil External Wall Insulation, Heating & Electrical Installer Mini Tender Part B

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CONTENTS MINI TENDER QUESTIONNAIRE FOR SUBCONTRACTORS REQUIREMENTS OF PRINCIPLE CONTRACTOR Questionnaire: Company Details

Principle Contracting

Programming of Works

Managing Quality

Your Policy for Health, Safety, Environmental and Quality

On Site Management & Supervision

Health & Safety Monitoring

Health & Safety Training

Employment & Training Provision

Financial Instruction

CONTRACTOR SPECIFIC HEALTH & SAFETY, ENVIRONMENT AND QUALITY PLAN

Business & Resource Capacity Information Summary

Personnel Plan

Technical Capacity Site Team Plan

Experience & Expertise Method Statements

Risk Assessments

Health and Safety Summary Report Schedule & Requirements

Quality and Approach Emergency Procedures

COSHH Assessments

Quality and Inspection Plan

Works Procedures

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Mini Tender Questionnaire for Subcontractors

Section B involves a questionnaire oriented around the provision of key information needed for the management of a scheme. Arbed 2 are aware that you may have provided certain sections of this previously as part of the framework tender. However, it is important to remember that policies should be updated and revised on a frequent basis, and site specific documentation should be provided at all times. The bidder is encouraged to answer the questions in the following sections, and insert the relevant parts (as indicated) in the HSEQ Pack in the second section of Part B. Company Details Principle Contracting Programming of Works Managing Quality Your Policy for Health, Safety, Environmental and Quality On Site Management & Supervision Health & Safety Monitoring Health & Safety Training Employment & Training Provision Financial Instruction

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MINI TENDER QUESTIONNAIRE FOR SUBCONTRACTORS This Mini Tender Questionnaire is required to be completed by all Bidders. Many of the questions throughout the Questionnaire require a response that needs to be inserted and embedded in to the HSEQ Pack in the second half of Part B.

Many of the questions in this Questionnaire require a site specific response. Bidders are encouraged not to provide generic policies that have already been provided in the Framework Tender.

The HSEQ Pack offers the bidder the opportunity to provide all the evidence and information requested, split across the following headings and weighted accordingly:

Business and Resource Capacity 10% Technical Capacity 10% Experience and Expertise 40% Quality and Approach 40%

Every question in the Questionnaire is scored, either as a Pass / Fail on the provision of information, or are scored. When being scored, the % weighting is given. For some questions, your response will form a part of a larger section, or will be a standalone document.

For example, Experience and Expertise is weighted at 40%, however, the Method Statement (B4) is 20% and the Risk Assessment (B5) is 20%. Within these sections, there are other documents that will be included in the scoring of these sections, such as a Delivery Plan, or a Site Layout Plan.

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REQUIREMENTS OF A PRINCIPLE CONTRACTOR As explained above, we are requiring one of the tendering subcontractors to bid for the Principle Contractor role. This role will require the management of all activities on site, as per the list below. Where further is required to ensure capacity to fulfil the contract resource (on the basis of not having enough in house directly employed personnel), the Principle Contractor is required to use the arbed 2 Framework of Installers, setting out all partnerships and agreements in the submission to this Mini Tender.

As the Principle Contractor, it will be required that you:

Satisfy yourselves, and the Scheme Manager that clients, the general public and the installers are aware of their duties, satisfy the CDM Coordinator appointed by the Scheme Manager and notify the HSE before work has started;

Are competent to address the health and safety issues likely to be involved in the management of the installation phase;

Are competent to plan, manage and monitor the installation phase using adequate resources to mitigate risk in the delivering of the tendered work;

Ensure that every subcontractor who will work on the project is informed of the minimum amount of time which they will be allowed for planning and preparation before they begin work on site;

Ensure that all subcontractors are provided with the information about the project that they need to enable them to carry out their work safely and without risk to health. Requests from subcontractors for information should be met properly.

Ensure safe working and co-ordination and co-operation between subcontractors;

Use the Health & Safety, Environment and Quality Plan set out in this mini tender, keeping all records, method statements, dynamic risk assessments up to date. You will be required to:

Prepare the HSEQ Pack before installation work begins; Develop the HSEQ Pack in communication with all subcontractors affected by it Seek approval of the HSEQ Pack by the Scheme Manager prior to installation work begins Implement the HSEQ Pack; and Keep the HSEQ Pack up to date as the project progresses;

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Keep installation, H&S, CDM records on site, providing all information weekly, and upon request to the Scheme Manger;

Seek approval from the Scheme Manger of a suitable Welfare Facilities Plan prior to the start of the instruction phase, implementing as necessary;

Take reasonable steps to prevent unauthorised access to the site;

Prepare and enforce any necessary site rules;

Liaise with the CDM Coordinator on design carried out during the installation phase, including design by System Holders, specialist contractors, and its implications for the plan;

Provide the CDM Coordinator promptly with any information relevant to the health and safety file;

Ensure that all the workers have been provided with suitable health and safety induction, information and training, providing records as required to the Scheme Manager and CDM Coordinator;

Working in partnership with Melin Homes to successfully meet all ECO compliance requirements including the issues of all reports/surveys/certification in accordance with Melin Homes and external funders’ contract.

Display the project notification.

KEY ROLES FOR THE COMMENCEMENT OF THE SCHEME:

During the Mobilisation Period, the selected Principle Contractor is entirely responsible for the following:

Arrange and attend Pre-contract Meeting with Melin Homes

Ensure that the HSE have been notified, F10 completed and signed

Construction Phase Plan / HSEQ Plan completed and on site for day 1

All employees on site briefed and signed up to the HSEQ Plan

Evidence of briefings past to Melin Homes

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MINI TENDER QUESTIONNAIRE Company Details Company Name:

Telephone Number:

Contact:

Fax Number:

Address:

Subcontractor Details: Company Name:

Telephone Number:

Contact:

Fax Number:

Address:

Description of Works:

Company Name:

Telephone Number:

Contact:

Fax Number:

Address:


Company Name:

Telephone Number:

Contact:

Fax Number:

Address:


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Principle Contracting Throughout this tender, the Bidder is referred to as a Subcontractor; however, this will be scored on the Bidders ability to fulfil the role of a Principle Contractor.

Has your company got experience, capability and the capacity to act as Principle Contractor

If Yes to the above question please provide the following information:

3no. References from similar projects

Contract / Framework

Title

Client

Name

Total Value

£ million

YES NO

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All support and managerial staff required in the role of Principle Contracting (B2)

Scored as indicated in the HSEQ Pack

Please list below any experience you have of working within an NEC and Minor Works contract:

For Information

Please provide details of your evidence for your experience and capability in selecting and managing a supply chain and any subcontractors you may need to use. In addition to this we require a written outline of how you intend to manage your supply chain within you Method Statement in Section B4

For Information

Programming of Works The Bidder is required to provide a detailed, house by house, programme of works for the [insert number] properties. The sequencing of works needs to take this in to account.

The Programme also needs to include scheduling of all works teams, subcontractors, delivery schedules, communications with householders, and inspection rounds. Insert in to Section B4. The programme needs to work in conjunction with the Method Statement (B4) and the risk assessment (B5).

Section scored at 40%

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Principle Managing Quality The Bidder is required to provide a full site specific Quality and Inspection Plan in Section B9. To include how you intend to monitor the quality of your installations, including those done by any subcontractors.

Scored at 20%

Please provide in Section B10, all standard works procedures for the management of record keeping, site information and communication flow. Within this, please provide the likely record templates that will be used in this contract, and how these will be communicated to the arbed team.

Scored at 10%

Your Policy for Health, Safety, Environmental and Quality If your Company employs more than five employees, the Health and Safety at Work Act 1974 requires that you must have a written policy for health and safety.

In addition to the above if you have more than five employees you are also required to prepare risk assessments relating to the activities that you undertaken.

Please enclose a copy of your Policy when returning this form detailing the following:

On the basis that you’re General Policy with regard to Health and Safety should be updated and amended frequently, please provide the most up to date version.

Pass / Fail

Please use Parts B3 to provide the details of your organisational structure, for the management team, support teams and you’re on site team.


NOTE – These details are to include the allocation of duties, delegation of responsibilities and the name of the most senior person in your Company responsible for health and safety.

Please use Part B4 and B5 to provide site specific arrangements for implementing appropriate H&S and Quality requirements, including all relevant legislation, which are suitable for the work your company carries out.


NOTE – This should include a full method statement and risk assessment, specifying all safety procedures, Approved Codes of Practice and supporting manuals. Within this section Arbed 2 expects to see a full site plan, highlighting provision of welfare and storage facilities.

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Please state how your standard works procedures are brought to the attention of your employees:

Pass / Fail

Please use Part B4, and B5 to provide site specific information as to how you intend to manage the environmental impact of your activities on site.


NOTE – This needs to include a site specific waste management plant along, how you intend to monitor waste and actively incentivise reduction

Please state how your environmental assurance system is brought to the attention of your employees

Pass / Fail

In Part B2, please provide the details of all your vehicles, vehicle maintenance and specific drivers

Pass / Fail

In Part B10, provide your policy on use of drugs and alcohol at work, and how you intend to monitor it

All policies scored at a total of 10%

In Part B10, please provide your policy on working at height. Please also use Part 5 to outline each task that may require working from height, and how you intend to mitigate any risks of falling. As explained in the Delivery and Welfare section, we are expecting to see plans for use of a K-Guard system; however, bidders are free to demonstrate other suitable means of working at height on flatbeds and other areas.


In Part B8, please provide all relevant COSHH forms and detailed plans for encountering asbestos.

Pass / Fail

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Use the Method Statement (Part B4) to outline all machinery that may be used. The Subcontractor will be expected to provide all certificates upon inspection at any time through the contract.

Method Statement Scored at 20%

Please state your policy on working in confined spaces


Please state your policy on lone working


Please state your policy on permits to work. The bidder will be required to submit a Job Assessment Checklist prior to commencing work.


Using the Method Statement (Part B4), backed up by a site specific Risk Assessment, please provide information on how you intend to protect the general public from all your work activities.


NOTE: This should include all information regarding noise, dust, working hours, access / egress, and any other risks that may occur from your specific works.

On Site Management & Supervision Please provide a site specific Waste Management Plan, in Section B10. This needs to provide further information on the management of waste on site, incentivised reduction in waste, separation and storage of waste.

Scored at 10%

Using the Site Information in this tender, the Bidder is required to provide (set within the Part B4), a site layout plan. This plan needs to present a detailed solution to welfare, storage, parking and deliveries, whilst being sympathetic to householders and the general public.


Using Part B4, please provide details as to how you intend to work within the requirements for just – in – time deliveries.

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The Management of Health and Safety at Work Regulations 1999 has a requirement that every employer appoint one or more competent persons to advise them regarding the matters relating to health and safety.

Does your Company have an ‘in-house’ Health and Safety Advisor

For Information Only

Does your Company use the services of an external Health and Safety advisor or Consultant?


If you answered YES to questions 3.1 or 3.2 above, please give the name qualifications and location(s) of your advisor(s). In the case of an external advisor(s) or consultant(s) please give their name(s) and address.

NAME(s)

HEALTH AND SAFETY QUALIFICAITONS

ADDRESSS – for external Consultant(s) or Advisor(s)

TELEPHONE NUMBER

YES NO

YES NO

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Indicate details of the services provided to your Company by your Safety Advisor(s) or Consultant(s) named in question 3.3 above

• Information and advice YES NO • Preparation of Risk Assessments YES NO • Accident Investigation YES NO • Safety Inspections and or Compliance Audits YES NO • Safety Audits YES NO • Are written reports prepared YES NO

If YES to any of the above who in your Company receives such reports and what actions follow?

NAME:

POSITION:

Please enclose copies of 2 recent reports and recently completed copies of standard forms, checklists etc. used during inspections, surveys or audits.

Pass / Fail

Do you have access to specialist health and safety advice or services relative to the works you carry out:


If YES please indicate:

Noise survey N/A Audiometric testing N/A Occupational health monitoring N/A Risk Assessments N/A Method Statements N/A Other N/A

YES NO

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Please give details below.


Is your Company a member of any group, body or organisation i.e. trade group or safety group which promotes, or has an involvement in health and safety matters?

If YES give the name(s) of the group(s) and state what involvement the employees of your company have with it.

Are there any Safety Representatives appointed within your workforce?

Do you have a Safety Committee for joint consultation purposes?

How are your employees encouraged to report accidents and incidents?

Health & Safety Monitoring For all questions below, please supplement Part B6 with details, additional information or evidence for responses.

Do you prepare summaries, statistics or reports of accident and incidents at regular

YES NO

YES NO

YES NO

YES NO

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intervals including ‘’near misses’’?

Pass / Fail

Please use Part B6 to provide relevant summaries, statistics or similar information for the last three years and please ignore question 4.3 below

Pass / Fail

If the answer is NO, please give an accident summary for the last three years below:

Fatal accidents Major Injuries * ‘Over three day’ accidents ** Dangerous occurrences ‘’Near Misses’’

NOTE – The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) requires that all accidents in these categories are reported by employers to the relevant Enforcing Authority. This includes those involving the self- employed and members of the public, therefore, separate totals for ‘All Accidents’ and those that involve ‘Employees Only’ should be shown.

Please use Part B6 to provide records of where accidents, incidents or ‘’Near Misses’’ have occurred. Please supply details of the circumstances and the actions that were taken to prevent a reoccurrence, i.e. remedial actions taken, training etc?

Pass / Fail

Health & Safety Training Please list all Directors and Managers within you Company who have attended a health and safety course within the last five years.

Directors…

Managers….

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We require the Bidder to provide evidence of all training received by all site operatives and Supervisors that may be involved in the project in any capacity (please provide in section B3). This is also required of any subcontractors involved.

NOTE: No individual will be permitted on site without providing their CSCS cards. If anyone is working on site, copies of their relevant CSCS cards need to be provided to Arbed 2 in advance.

Employment and Training Provision We are keen to see communities’ progress, benefiting both socially and economically from their investment. We are seeking to maximise opportunities for significant community benefits, including employment and training, participation in the shared apprenticeship scheme, supply chain development and community engagement.

In relation to employment and training opportunities successful Subcontractors are expected to identify a variety of placement opportunities, which meet the following:

A minimum of 1.5 full time (full time defines as being 78 week equivalent position) delivered per £ million of Arbed contract value. This would equate to 78 weeks employment per million of contract. This would equate to 117 weeks. For this contract, totalling 4195 hours for this contract.

A minimum of 52 weeks training per £ million of contract value. This contract would equate to. Of training. Liaison with the Arbed Employment Officer on training proposals should be carried out in the first instance.

We expect successful Subcontractors to provide information on placement opportunities in multiple sectors, offering opportunities to a variety of client groups. These to include (not exhaustive):

Community development workers Administrators; Traditional trades - multi skilled construction operatives; External wall insulation installers; Roofers; Scaffolding erectors Trainee and apprenticeship placements.

We have developed a set of minimum criteria required from a Subcontractor in delivering community benefits. The Melin standard will be given to any Subcontractor who meets criteria. You are therefore required to demonstrate as a minimum how you:

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Use the principles of Social Benefit Clauses as identified in the ‘i2i Can Do Toolkit’; Commit to reducing economic inactivity by joining our Melin Works Programme; Source local goods where possible; Commit to up skilling of trainees and apprentices recruited through Melin Works; Have robust health and safety policies and procedures; Have robust equal opportunities policies and procedures; Have appropriate employers and public liability insurance; Are registered with appropriate authorities; Set terms and conditions; Commit to making positions sustainable where possible; Produce a business plan; Deliver tool box talks.

Engagement and recruitment Successful Subcontractors will be required to identify a range of opportunities which will best match the requirements of the local community to ensure that opportunities best fit the local demographics. Opportunities for all client groups must be considered and will include but not limited to construction based opportunities.

All opportunities will be made available in the first instance to Melin Homes’ Employment Officer, prior to being released to local welfare to work providers.

Successful Subcontractors will be required to make contact with local welfare to work agents such as Jobcentre Plus, Work Programme providers and community groups to ensure appropriate clients are engaged. Successful Subcontractors will be required to be involved in a range of community engagement events and activities in order to highlight training, skills development and employment opportunities.

Supporting new entrant trainees All successful Subcontractors will be expected to develop a detailed plan of how they propose to support new entrant trainees. This plan should identify how each trainee receives mentoring support throughout their placement or employment period, not only in relation to the vocational area of the placement, through genuine work experience, but through the provision of generic employment skills.

Plans should include the following information: Developing tailored induction programmes; Mentoring during a beneficiary’s placement; Development of comprehensive employability training plans, which meet the individuals’ needs; Provision of sector specific training packages; Provision of regular mentoring reviews as required by the individual; Developing individual action plans to aid training and personal progression;

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Offering support to embed the individual within the team.

Types of placement

The type of employment provision and support for the placements is critical in determining the long-term sustainability of work. In the table supplied, please identify what new entrant trainee opportunities you would make available through your own organisation and your supply chain in delivery of this contract.

Trade Occupation Technical

New

Entrants

Apprentices

New

Entrants

Other New

Entrants

Total

No P/Wk No P/Wk No P/Wk No P/Wk

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Shared Apprenticeship Scheme In order to meet with Arbed’s sustainability targets, successful Subcontractors, if appropriate and in scope, will be required become members of the shared apprenticeship scheme, being delivered by Melin Homes and CMC2 (in partnership with Construction Skills).

The shared apprenticeship scheme will support those groups between the ages of 16-24 who have left mainstream preparatory further education programmes such as the Pathways to Apprenticeship and have been unable to secure traditional apprenticeship placements. This will ensure they are able to benefit from a wide range of work experience opportunities required in order to achieve up to level 3 full framework qualification.

Volunteering We believe volunteering adds value to a project, develops skills and experience and support people to become work ready. Given the duration of this contract we would expect you to liaison with 2 volunteers as a minimum.

Education liaison and work experience As part of the Arbed project you will be expected to liaise with schools, colleges and other local education establishments. Successful Subcontractors will be required to participate in careers fairs both from a sponsor position and exhibitor

You are expected to take on work experience placements from local schools. Given the duration of this contract we would expect you to provide 1 weeks work experience as a minimum.

Monitoring opportunities, KPIs and management information systems In relation to monitoring opportunities, KPIs and managing information, successful Subcontractors are required to complete the community benefits measurement tool, which details responsibility for monitoring and reporting individual KPI’s. This document has been developed by Welsh Government and reflects their requirements in the monitoring of community benefits from programmes they both fund and sponsor.

All data in relation to community benefit and individual beneficiaries of TR&T provision will be made available to employers and their agents and should then, will be depersonalised using unique reference numbers of randomised so that individuals cannot be identified. Melin Home Employment Officer will provide Subcontractors with support for the employment and vocational learning element of this contract.

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Financial Instruction Invoicing

Invoices must be received by Melin no later than the 15th of the month end and must include completed works up to this date.

Please note that all insulation work should be invoiced INCLUSIVE of 5% VAT

Invoice must be addressed to: Attention of: Zoe Smith-Doe Melin Homes Ltd Ty`r Felin Lower Mill Field Pontypool Torfaen NP4 0XJ

Each invoice must clearly state: Unique invoice number Schedule of properties being invoiced for (including a unique number given provided to each property by ourselves) Detail of work completed and cost per property Vat charged if applicable (please include vat registration number) Bank details

Invoices will be processed and you will receive payment by end of the current month providing all information is provided and accurate.

Additional Information

Attached to each invoice must be evidence of payments made to Sub-contractors. This can be in the form of copy bank statements or online screen print of payment made.

The Subcontractors must keep records of: Accounts of payments of Defined Cost Proof that payment have been made Communications about and assessments of compensation events for subcontractors and other records as stated in the works information

If requested the Subcontractors must allow the Project Manager to inspect at any time within working hours the accounts and records which he is required to keep.

Any questions regarding invoicing, contact Zoe Smith-Doe on 01495 745910

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Contract Specific Health & Safety, Environment and Quality (HSEQ) Plan

Part B is to be used by the bidder to demonstrate how you intend to deliver the scheme installations in a safe and timely manner. This section compliments the mini tender questionnaire, where the bidder is asked to provide key information. Where possible or necessary, the bidder can provide further information on certain sections. Business & Resource Capacity Information Summary Personnel Plan

Technical Capacity Site Team Plan Experience & Expertise Method Statements Risk Assessments Health And Safety Summary Report Schedule & Requirements

Quality and Approach Emergency Procedures COSHH Assessments Quality and Inspection Plan Contract Specific Works Procedures

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PART B: CONTRACT SPECIFIC HSEQ PLAN

PART 1 – INFORMATION SUMMARY Contract Name: Reviewed & Issued by: Signature Read & Accepted by: Signature

Distribution:- Contract, Client, Project Folder, Project Manager, Subcontractor

1 SITE ADDRESS

2 EMERGENCY

For Major Injury or Fire Tel 999

HOSPITAL

Location

TEL:

IN THE EVENT OF AN EMERGENCY NOTIFY THE FOLLOWING

H&S Manager Tel:

Reportable Safety Accident/Incident: Major Environmental Incident:

For further information on Emergencies see attached Risk Assessment (Part 3)

3 HSEQ RISK ASSESSMENT Particular Risks

If applicable

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4 PRINCIPLE CONTRACTOR Name: Site Contact: Telephone No.: 5 CONSULTANT Name: Site Contact: Telephone No.: 5 CONTRACTOR Name: Site Contact: Telephone No.: 6 SUBCONTRACTOR Name: Site Contact: If applicable Telephone No.: 7 SUBCONTRACTOR Name: Site Contact: If applicable Telephone No.: 8 ARBED 2 PERSONNEL

Director with Overall Responsibility for H&S

H&S Manager

Project Manager Site Representative

9 SCOPE OF WORKS No. of properties Measures to be installed Technology 1: 10 PROGRAMME Contract Start Date

Working Hours Works Start Date

Predicted Completion Date

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PART 2 – PERSONNEL PLAN Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature

Distribution:-Contractor, Client, Project Folder, Project Manager, Subcontractor

Scoring Document Name Description

10% total Organogram for full team

Organogram for all support teams CV for all employees Training evidence

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PART 3 – RESOURCE PLAN Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature Distribution:-Contractor, Client, Project Folder, Project Manager, Subcontractor


10% total Resource Plan for on site staff Organogram for on site staff

Qualifications and training records for on site staff CSCS and CPCS evidence for on site staff

Details of any subcontracted services, staff

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PART 4 – METHOD STATEMENT Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature Distribution:- Contractor, Client, Project Folder, Project Manager, Subcontractor


20% total Contract Site Specific Method Statement Contract Programme

Site Layout Plan Delivery Plan

Communications Plan Community Benefit Plan

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PART 5 – RISK ASSESSMENT Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature

Distribution:- Contractor, Client, Project Folder, Project Manager, Subcontractor


20% total Project Risk Assessment

Health & Safety Risk Assessment Technical Risk Assessment Environmental Risk Assessment

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PART 6 – HEALTH & SAFETY SUMMARY REPORT & SCHEDULE Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature



Pass / Fail Health & Safety Summary Report & Schedule

Supporting documentation

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PART 7 – EMERGENCY PROCEDURES Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature



Pass / Fail Emergency Procedure

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PART 8 – CONTRACT SPECIFIC COSHH FORMS Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature



Pass / Fail All relevant COSHH forms

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PART 9 – QUALITY AND INSPECTION PLAN Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature



20% Quality and Inspection Plan

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PART 10 – CONTRACT SPECIFIC WORKS PROCEDURES Contract Name: Contract Number: Reviewed & Issued by: Signature Read & Accepted by: Signature



10% Include all standard works procedures and any specifics

10% Site specific Waste Management Plan

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