Central Bedfordshire Council

022 - Managing Contractors Guidance

Guidance No: Managing Issue Date and Version Page: Contractors Number: To be added 1 of 4

Review Date: Related Guidance:

To be added (or sooner if there is a change in legislation or to reflect best practice)

Name Position Contact Number

To be added Head Teacher To be added

INTRODUCTION

The aim of this guidance document is to explain the responsibilities for health and safety when selecting and employing contractors, and describes good management practices. It is intended to provide guidance for Head Teachers and governors who have responsi bilities for the selection and management of contractors within their schools.

If a project requires specialist input, Head Teachers should seek the appropriate professional advice to either manage the project as a whole or to give advice on certain aspects. An SNP (schools notifiable projects) form should be completed and submitted to CBC, where professional advice will be provided.

At all times the first priority should be to ensure the health, safety and welfare of all the staff, pupils and visitors likely to be affected by the work undertaken. It is worth noting that, even when projects are being designed and managed by others, Head Teachers retain overall responsibility for the site and those working on it including any visitors invited or otherwise.

If at any stage of the project, a Head Teacher feels that the works pose unacceptable risks, they must seek to halt the work until the risk has been eliminated or effectively reduced. If, in the Head Teacher's opinion, there is imminent and significant danger, they must stop the works themselves and then seek suitable advice. If the hazard is less significant, they should report the matter to the person managing the project on site. If the works are being managed externally or by private consultants, the Head Teacher should report the matter to the company or consultant who should then take the appropriate action. DEFINITIONS:

 Contractor - A Contractor is anyone who undertakes work for a school who is not an employee. All types of work are included ranging from emergency call out repairs to long term maintenance contracts.  Contract Manager - A Head Teacher responsible for the Contractor or Contractors they have employed.

WHY SHOULD WE MANAGE CONTRACTORS?

Apart from the potential financial and legal penalties for failing to plan and manage contractors work; poor management of contractors is likely to expose people and property to unacceptable risks. Using contractors does not mean that a school has contracted out their health and safety responsibilities. Almost certainly, poor planning and management will increase costs, cause delays and/or disruption of services as well as increase the likelihood of accidents or ill health. If schools have not done everything they can to check contractors are working safely, then they may be held liable.

Contract employees carrying out maintenance work in particular are a principal cause of accidents in the workplace as they are generally less familiar with the workplace and yet often carry out more hazardous tasks.

HEALTH & SAFETY RESPONSIBILITIES

Duties of schools to Contractors:

 The school should ensure that, so far as is reasonably practicable, a safe working environment and relevant information relating to health and safety is provided to Contractors. Contractors should receive a copy of the school’s health and safety policy statement.  The Contract Manager will be responsible for ensuring contractors who are employed to work at the school have their own health and safety management policies, including risk assessments and training specific to the task.  The Contract Manager will ensure any unsafe practices undertaken by Contractors whilst working at the school are stopped and the matter rectified.  The Contract Manager will ensure Contractors who continue to undertake unsafe practices are immediately removed from the working site.

Duties of the Contractor:

 The Contractor will at all times ensure they are working to compliance with the Health and Safety at Work etc. Act 1974 and all relevant regulations made under the Act.  The Contractor will comply with the requirements of this guidance and ensure that they work a safe manner and do not cause a risk to the health and safety of staff, pupils and visitors of the school, or any others affected by their work.  Contractors must undertake to work in the manner required and follow any instructions given by the Contract Manager. FIVE STEPS TO THE EFFECTIVE MANAGEMENT OF CONTRACTORS

This section introduces a five step approach on how to manage contractors and ensure safe working. The steps are:

Planning:  Define the job – complete SNP  Identify hazards  Assess risks  Eliminate and reduce the risks  Specify health and safety conditions  Discuss with contractor (if selected)  Will the job fall under the CDM regulations? (in which case you must employ a CDM coordinator). Completing an SNP will help identify this.

Choosing a contractor:  What safety and technical evidence is needed?  Ask questions  Get evidence  Go through information about o The job o The site, including site rules o Ask for a safety method statement o Decide whether subcontracting is acceptable. If so, how will health and safety this be ensured?  Conduct a Pre site meeting with the contractor – provide them with guidance 022A.

Contractors working on site:  All contractors sign in and out

 Name a site contact

 Reinforce health and safety information and site rules

 Check the job and allow work to begin

Keeping a check:  Assess the degree of contact needed  How is the job going? Is it as planned?  Is the contractor working safely and as agreed?  Any accidents?  Any changes in personnel?  Are any special arrangements required? Reviewing the work:  Review the job and contractor  How effective was your planning?  How did the contractor perform?  How did the job go?  Record the lessons