Premises Assurance Model 2014 version

1. Premises Assurance Model 2014 version SAQ 25 - Safe and compliant with well-managed systems in relation to: contractor management 2016 version SAQ SH18 - With regard to contractor management can the organisation evidence the following 02/06/16

2. Contractor management • This SAQ covers the use of estates and facilities contractors for a full range of services from maintenance and servicing to major construction. This means all hard and soft FM contractors. • It is about ensuring: competent contractors are appointed, adequately informed, instructed and trained, managed and supervised, co-ordinated and co-operate. Enter the presentation's title using the menu option View > Header and Footer

3. SAQ SH18 - contractor management Use of contractors for a full range of services from maintenance and servicing to major construction. It is about ensuring: competent contractors are appointed, adequately informed, instructed and trained, managed and supervised, co-ordinated and co-operate. • Construction projects • Maintenance • Linen • Laundry • Security • Pest control • Waste • Security • Building Management System • Window cleaners • HV and LV contractors • Fire suppression engineers • Domestic equipment service engineers • Photocopier engineers • Telecoms • Refrigeration engineers • Lift engineers • Electrical vehicle engineers • Water testing/monitoring engineers • Fire systems services engineers • Patient hoist service engineers • Insurance inspectors/competence persons • Boiler service/burner maintenance • Asbestos contractors • Automatic door engineers • Validating engineers • Steriliser/decon equipment engineers • Theatre ventilation service engineers • Vending machines • Car parking • Gritting contractors Enter the presentation's title using the menu option View > Header and Footer

4. 1. Policy and procedures Comments Does the organisation have a current, approved policy and an underpinning set of procedures that comply with relevant legislation and published guidance? Documentary evidence relevant to the prompt questions e.g. evidence of policy and procedures Evidence Health, safety and welfare policy Code of conduct Site safety leaflet Contractor inductions CDM policy Asbestos information Working at heights Confined spaces Fire and evacuation policy and procedures Handover procedure Lifting operations Guidance documents Trust health and safety policy Contractors sign in sheet Notice to contractors Enter the presentation's title using the menu option View > Header and Footer

5. 2. Roles and responsibilities Comments Does the organisation have appropriately qualified, competent and formally appointed people with clear descriptions of their role and responsibility which are well understood? Evidence CDM pre-construction plan CDM construction phase plan F10 notification ASB5 notification to HSE Generic risk assessment Information governance policy update emails IOSH project specific enquiries Principal designer appointment Sample RAMS Project risk log Training handover record Competence assessment for contractors Environmental checklist 2013 Excavation permit to work Pre-work safety check Health and safety information Estates & facilities policies and procedures Site induction Asbestos register - main building Asbestos R&D survey Asbestos certificates Enter the presentation's title using the menu option View > Header and Footer

6. 3. Risk assessment Comments Was previously statutory requirements and guidance Has there been a risk assessment undertaken and any necessary risk mitigation strategies applied and regularly reviewed? Documented evidence of audits and reviews to support compliance? Adequate insurance. Preventative/corrective strategies; demonstration of documented process and procedure whereby non-compliance is identified and remediation strategies are developed and delivered. Agreed allocation of risk is monitored. Problem solving and dispute (prevention and) resolution where issues exist. Auditing and inspecting the contractors' work, ensuring that they comply with the contractual requirements on quality, Health and Safety, environmental and legislative requirements. Evidence Health, safety and welfare policy Project RAMS Project risk logs Datix risk assessments Code of conduct Site safety leaflet Contractor inductions CDM policy Asbestos information Working at heights Confined spaces Fire and evacuation Handover procedure Lifting operations Guidance documents Trust health and safety policy Contractors sign in sheet Notice to contractors Enter the presentation's title using the menu option View > Header and Footer

7. S4. Maintenance Comments Are assets, equipment and plant adequately maintained? Previously maintenance, record keeping and asset register and building and maintenance work Managing communication between the contracting body and the sub-contractors Monitoring contractors' approach to rectifying defects Receiving, checking and authorising invoices for payment for additional services Evidence Operating and maintenance manuals As built drawings Asset register BIM records Scaffolding method statement Scaffolding risk assessment Barnes - method statement Barnes - risk assessment Service contracts Commissioning certificates Updated PPM schedules Enter the presentation's title using the menu option View > Header and Footer

8. 5. Training and development Evidence Training handover record Asbestos induction Barnes - toolbox talk Site induction Code of conduct policy Comments Was previously training Does the organisation have an up to date training and development plan in place covering all relevant roles and responsibilities of staff, that meets all safety, technical and quality requirements Enter the presentation's title using the menu option View > Header and Footer

9. 6. Resilience, emergency and contingency planning Comments Does the organisation have resilience, emergency, business continuity and escalation plans which have been formulated and tested with appropriately trained staff. This SAQ relates to resilience, emergency and contingency planning in relation to the management of contractors The wider issues of EFM and organisational emergency planning are covered under SAQ SH16 Supplier business continuity and disaster recovery plan Evidence Surge protection justification Surge protection - method statement Evacuation process Contingency planning - SSD package boiler solution Crane lift locations For 2015 assessment was also referred to SAQ S26 Safe and compliant with well-managed systems in relation to: Undertaking new build and refurbishment works. Code of conduct RAMS - relocation of A3 pump CDM Construction phase plan Car Park R - risk log EFM business continuity plans MAJAX plans Enter the presentation's title using the menu option View > Header and Footer

10. 7. Review Comments Is there a robust annual review process to assure compliance and effectiveness of relevant standards, policies and procedures Establish and maintain appropriate records and information management systems to record and manage the performance of the sub-contractors. Monitoring contractors' approach to rectifying defects. Performance monitoring against agreed key performance indicators. Benchmarking and market testing. Documented evidence of audits and reviews to support compliance. Evidence Asbestos reports and investigations Surge protection justification Evacuation process Process map - compartmentation project Strategy process - compartmentation project H and S compliance report - Oct 15 Contractor evaluation PAM assessment Local H&S audits for each project Enter the presentation's title using the menu option View > Header and Footer

11. 8. Costed action plans Comments Previously was action plan, no requirement to cost If any ratings in this SAQ are ‘inadequate’ or ‘requires moderate or minor improvement’ are there risk assessed costed action plans in place to achieve compliance. Evidence Check powergate to confirm if there is a link to the code of conduct Provide RAMS for facilities (Soft FM) contractors Develop process to review contractors on approved contractors list Enter the presentation's title using the menu option View > Header and Footer

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