Introduction to and examples of Tools & Techniques Includes: - - PowerPoint PPT Presentation

Contractors in Practice 11 September 2017 Introduction to and examples of Tools & Techniques Includes: - Supplier / Contractor Questionnaire - Supplier Evaluation - Register of Contractors - Contractor Job Registration / Risk Assessment GA September 2017

Some (many?) contractors • Have a ‘can-do’ attitude. • Use initiative and improvise even when they don’t have the correct equipment and have never done the job before. • Are happy to use whatever is to-hand including someone else’s equipment , tools and material. • Have an aversion to paperwork, discussion or anything that could delay the job. • Know the jargon eg ‘risk assessment’ and (some) can fill in forms. • Are often under pressure to move on to the next job / client. • Consider many clients, particularly large ones, as having excessive and unnecessary paperwork and bureaucracy. • Can get things done quicker and more cheaply than ones own personnel. • May have valuable and unique expertise and experience. 2

Identifying and managing risk: A shared process – agreed responsibilities 3

Capable / Competent Contractors Benefits • pose less risk • require less management time • cause fewer problems – losses, accidents, damage, delays etc • more pro-active (eg planning) than re-active (eg fire fighting) • are likely to around for longer Ways of Assessing Capability • experience with the contractor • absence of serious (or any) incidents in the past • references from others • looking at contractors policy statements • looking at a range of issues • questionnaire 4

Supplier Questionnaire - Contractors • a key part of a structured risk management approach to using contractors • to help promote achievement of an acceptable standard & continuous improvement • to provide objective data to help enable a contractor’s capability to be assessed • to identify strengths, weaknesses & improvement needs & opportunities • to communicate Company requirements & expectations • used in a spirit of partnership • team approach involving purchasing function (owner of procurement process?!) • to provide a sound basis for establishing a Register of Contractors • a key output is identification of improvement needs & opportunities 5

Example of Questionnaire Topics 1. Nature of the business 2. Use of sub-contractors 3. Insurance 4. Management system, policy & responsibilities 5. Information, instruction & training 6. Associations/memberships 7. Risk assessment 8. Hazardous substances 9. Plant & equipment 10. Health, safety, environment & loss experience 6

Questionnaire form including ‘Confirmation and Acceptance’ by contractor (1) Topic Question - enter N/A if  if  if  if Supplier Questionnaire, Confirmation and yes no don't any item is not applicable know Acceptance - Contractors 7. Risk 7.1 Are risk assessments of your activities carried out and recorded?    assessment If YES, who carries them out? ……………………………………………………………………………. Contractor company name: Location: Tel no: Fax no: Please provide a recent example and any related information e.g. method statement. This questionnaire completed by - name: Position/title: Date: 8. Hazardous 8.1 Do you maintain a list of all hazardous substances? …………………………………………………..    Substances    8.2 Do you have health and safety data sheets for all hazardous substances?  if  if  if Topic Question - enter N/A if    8.3 Are assessments carried out and periodically reviewed? yes no don't any item is not applicable know 9.1 Is your plant and equipment - portable electrical equipment, access equipment, lifting gear etc. -    inspected, tested, examined and maintained? 1.1 1. Nature of What is the nature of your business or the service being offered? ................................................ business    If YES are records available? ………………………………………………………………………………………………………………… 10. Health, safety 10.1 Have you or anyone working for you, including any sub-contractor, been involved in any    1.2 How many employees do you have? ................. and accident or incident, or suffered ill health, as a result of work in the last 5 years? 1.3 How many years experience do you have in this work? ........... environmental If YES please describe: 1.4 Which large or well known organisations have you done work for and who could be approached …………………………………………………………………………………………………………… experience for a reference? …………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………….    10.2 Has the your work ever been suspended, even temporarily, for any health, safety or 2. Sub-contractors 2.1 Do you use sub-contractors?    environmental reason? If YES, what are they used for? …………………………………………………………………………….. If YES please describe: ……………………………………………………………………………………. & how are they chosen?……………………………………………………………………………………. ………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………    10.3 Have you been subject to any enforcement action by any regulatory authority? 3. Insurance 3.1 How much third party liability insurance cover do you have? £ ……………………….. Please provide a copy of the Certificate If YES please describe: ……………………………………………………………………………………. 4. Management 4.1 Do you have ISO9000 approval?    system, policy & If NO, do you intend to achieve approval?       responsibilities 4.2 Do you have a written policy which covers health & safety/environment? Confirmation and Acceptance (By contractor/sub-contractor senior manager) If YES, please provide a copy . 4.3 Is there a named senior manager in charge of health & safety/environment?    We acknowledge receipt of:  Terms and Conditions of Contact – ref …… ( GKN business to enter specific document reference ). If YES, what is his/her name and position/title ………………………………………………………….  Contractors & Sub-Contractors Rules and Conditions of Job Registration – ref …… 4.4 How do you ensure the work & work method is carried out properly and safely?……………………  General Site Information for Contractors – ref …… …………………………………………………………………………………………………………………. 5. Information 5.1 What health & safety training have those who manage or supervise others received? …………….. and confirm that: Instruction …………………………………………………………………………………………………………………. and, 1. This information will be provided, and where necessary explained, to all people who work on your site(s) including sub- contractors and any new people. 5.2 training Who carried out the training and when? ………………………………………………………………….. 2. We will do all that is reasonably practicable to ensure that your Company Rules and Conditions, signs, warnings etc. and legal requirements, are complied with. 5.3 What health & safety/environmental training have your employees received? ………………………. 3. We will immediately bring to your attention any accident, incident, loss, damage or serious risk to health, safety or the …..………………………………………………………………………………………………………………….. environment, or any deficiency in arrangements or procedures. 6. Associations 6.1 Are you a member of any trade association?    /memberships If YES, state which: ………………………………………………………………………………………… Name: …………………………………. Title/position: …………………………………………….. Do they provide health and safety information and advice?       6.2 Are you a member of a health and safety organisation? If YES, which? …………………………… Signature: …………………………….. Date: ……………………………. 7

Questionnaire form including ‘Confirmation and Acceptance’ by contractor (2) 8