WILTSHIRE POLICE FORCE PROCEDURE

Transcription

1 Form 535 Template v3 WILTSHIRE POLICE FORCE PROCEDURE MANAGEMENT OF CONTRACTORS PROCEDURE Date of Publication: September 2017 Version: 6.0 Next Review Date: September 2018

2 TABLE OF CONTENTS PROCEDURE OVERVIEW... 3 GLOSSARY OF TERMS... 3 RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS... 4 DATA PROTECTION... 4 FREEDOM OF INFORMATION ACT MONITORING and REVIEW... 4 WHO TO CONTACT ABOUT THIS PROCEDURE MANAGEMENT OF CONTRACTORS LEGISLATIVE REQUIREMENTS RESPONSIBILITIES APPOINTING COMPETENT CONTRACTORS MANAGEMENT OF WORKS COMMUNICATION OF CONTRACTORS WORK ARRANGEMENTS FOR THE MANAGEMENT OF THIRD PARTY CONTRACTORS (including IST representatives and any other contractor directly engaged by budget holders) 8. MONITORING HEALTH AND SAFETY PERFORMANCE OF CONTRACTORS Version: /09/17 Next Review Date: September 2018 Page 2 of 17

3 PROCEDURE PROCEDURE OVERVIEW The following procedure details arrangements for the management of contractors working within or on Police estate. This will ensure compliance with relevant health and safety legislation and the health, safety and welfare of all staff and contractors that are required to undertake this work as part of their role. Contractors visiting Police estate for any of the following purposes should be regarded as medium to high risk work activity: Repairs of equipment or premises Any maintenance activity Installation of plant, services (Including ICT structured cabling) or equipment Building alterations Construction or demolition work Contractors undertaking work activity as above are one of the main causes of accidents and injuries in the manufacturing and service industries, as visiting contractors are less familiar with the workplace and associated risks than the indigenous work force. In addition the level of management and supervision over contractors is generally lacking as they tend to work away from their company headquarters. GLOSSARY OF TERMS Term Meaning CDM Construction (Design and Management) 2015 COSHH Management of Substances Hazardous to Health PPE Personal Protective Equipment CHP Construction (Head Protection) WAH Working at Height EAW Electricity at Work RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences PUWER Provision and Use of Work Equipment SSOW Safe System of Work PPE Personal Protective Equipment PTW Permit to Work WICS Working in Confined Spaces MTC Measured Term Contractor HASWA Health and Safety at Work Act 1974 MHSWR Management of Healthy and Safety at Work Regulations 1999 SWPPU South West Police Procurement Unit Staff Means all Staff and representatives of the Police and Crime Commissioner and Chief Constable, including Police Officers, Police Staff, Special Constabulary, Wiltshire Council employees and Volunteer members Version: /09/17 Next Review Date: September 2018 Page 3 of 17

4 RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS Management of Asbestos Procedure Control of Bacteria in Water Systems Procedure AUTHORISED PROFESSIONAL PRACTICE AREAS ASSOCIATED WITH THIS PROCEDURE There are no associated Authorised Professional Practice areas at present. DATA PROTECTION Any information relating to an identified or identifiable living individual recorded as a consequence of this procedure will be processed in accordance with the Data Protection Act 2018, General Data Protection Regulations and the Force Data Protection Policy. FREEDOM OF INFORMATION ACT 2000 This document has been assessed as suitable for public release. MONITORING and REVIEW The Management of Contractors Procedure Document will be reviewed annually and upon any significant change by the Head or Facilities and Estate and Head of Health and Safety with approval sought from the Force Occupational Health and Safety Committee. WHO TO CONTACT ABOUT THIS PROCEDURE Kim Glenister, Head of Facilities and Estate kim.glenister@wiltshire.pnn.police.uk Sarah Somers, Head of Health and Safety sarah.somers@wiltshire.pnn.police.uk Version: /09/17 Next Review Date: September 2018 Page 4 of 17

5 1. MANAGEMENT OF CONTRACTORS Overview of Force Management of Contractors Arrangements To fore fill the technical requirements of estate management in all its aspects, fixed term contracts are in place for the following services which provides for services by those who hold the appropriate technical and professional competency qualifications: - Managed Service Contract - This contract provides technical and professional estate disciplines in all aspects of estate management and includes; management of appointed competent contractors, condition surveys, planned maintenance, responsive maintenance, service maintenance, Contract Administrator for the Measured Term Contract (MTC), building improvements (design to project management), CDM 2015 management, asbestos management, L8 Legionella management, facilities services overview, insurance reinstatement valuations, general and specialist advice. - Measured Term Contract - This contract provides for the undertaking of building maintenance and improvement works to properties as instructed, in compliance with the contractual obligations. Where specialist works are sub-contracted to a third party, the Measured Term Contractor takes on the role of Principal Contractor under CDM 2015 Regulations. This role provides for the subcontractor, under the management of the Measured Term Contractor, to adhere to the same contractual obligations. All works affecting the fabric of a building or services contained therein (with the exception of IST structured cabling equipment installations) is undertaken by the Measured Term Contractor in accordance with contractual obligations. A deviation from this may be considered subject to consultation with the Head of Facilities and Estate in order that the scope and impact of works may be fully understood and managed in compliance with all statutory, health and safety obligations, policies and procedures. As part of this consultation, there will be a requirement to complete and submit for approval, a Permit to Work on Police Estate document. 2. LEGISLATIVE REQUIREMENTS Health and Safety at Work Act The Health and Safety at Work Act 1974 (HASWA) places legal obligations on the employer, contractor and the self-employed (sub-contractor). All must ensure that their work activities do not give rise to unacceptable risks to other persons and to provide a safe working environment for their own employees and a safe environment for other persons. HASWA places general duties on the Police and Crime Commissioner and the Chief Constable as follows: Section 2(1) HASWA to ensure so far as is reasonably practicable the health, safety and welfare at work of all of its employees. Version: /09/17 Next Review Date: September 2018 Page 5 of 17

6 Section 3(1) HASWA the employer has a duty to conduct its undertakings in such a way as to ensure, so far as is reasonably practicable, that persons not in its employment who may be affected thereby are not exposed to risks to their health and safety. Section 4 HASWA places a general duty on persons in management of premises, in so far as is reasonably practicable, to ensure that access and exits to those premises shall be safe and without risk to health. HASWA also places general duties on contractors as follows: Section 2(1) HASWA to ensure so far as is reasonably practicable the health, safety and welfare at work of all its employees. Section 2(3) HASWA requires organisations of five or more employees to prepare and bring to the attention of all employees that organisation s health and safety statement of safety policy. Section 3(1) HASWA the contractor must conduct his undertakings in such a way as to ensure so far as is reasonably practicable that persons other than his own employees are not exposed to risks to their health and safety. The Management of Health and Safety at Work Regulations 1999 The Management of Health and Safety at Work Regulations 1999 (MHSWR) places more specific duties on an employer which requires the Police and Crime Commissioner and the Chief Constable to undertake and assess the level of perceived risk to those foreseeable hazards which could affect the health, safety and welfare of its employees and other persons. MHSWR applies to all areas of work undertaken by contractors. Contractors are obliged to undertake risk assessments with regard to their work activities where a significant risk has been identified as part of the proposed works. Clients and contractors are obliged to inform, consult and advise each other with regard to their respective areas of significant risk regarding a project and the arrangements for dealing with those identified risks. The Construction (Design and Management) Regulations 2015 The Construction (Design and Management) Regulations 2015 (CDM) requires that health and safety considerations are integrated from conception to completion of works for the instruction, design and planning and works stages affecting the fabric of the building or the services contained therein. Without exception, all works shall be managed by the Facilities Department to ensure compliance of dutyholder responsibilities. Other Legislation Compliance Requirements: The Management of Substances Hazardous to Health Regulations 2002 (COSHH) The Construction (Head Protection) Regulations 1989 The Control of Asbestos at Work Regulations 2012 Provision and Use of Work Equipment Regulations 1998 (PUWER) Version: /09/17 Next Review Date: September 2018 Page 6 of 17

7 Personal Protective Equipment Regulations 2002 Management of Lead at Work Regulations 2002 (CLAW) Dangerous Substances and Explosive Atmospheres Regulations (DSEAR) 2015 Building Regulations Institute of Electrical Engineers Regulations (IEE) Gas Safety Regulations Gas Safe (formerly CORGI) In addition to complying with the above, Contractors shall carry out the service in compliance with European and British Standards of Guidance or Codes of Practice that apply to the Service and have effect in England and Wales at any time and shall include: BS Workmanship on Building Sites; BS 7671 (17 th Edition of the IEE Wiring Regulations for Electrical Installations); CIBSE Guides and Commissioning Codes; 3. RESPONSIBILITIES Head of Facilities and Estate Responsibilities The Head of Facilities and Estate is responsible for contract management of the Managed Service Contract. The Managed Service Consultant undertakes the role of Contract Administrator for the Measured Term Contract. The Contract Administrator is responsible for ensuring that the Measured Term Contractor is compliant with all current working practices, estate disciplines and legislation together with their dutyholder responsibilities under CDM. Contractor Responsibilities Contractors including sub-contractors have a legal obligation under HASWA, so far as is reasonably practicable, for the health, safety and welfare of their employees. Contractors including sub-contractors must conduct undertakings in such a way as to ensure, so far as is reasonably practicable, that anyone using police estate are not exposed to risks to their health or safety. The Measured Term Contractor must ensure that all sub-contractors under their control also adhere to these legal and contractual obligations. Prior to starting planned work, contractors including sub-contractors must undertake a risk assessment of the proposed work. Assessments of a low risk and of emergency responsive maintenance shall be subject to a dynamic non-documented Risk Assessment. Assessments of a medium or high risk assessment will be subject to a documented risk assessment and provision of a method statement which clearly sets out the proposed works, location, duration, disruption, hazards and safe method of working. Where appropriate, permits to work, e.g. hot working, working at height, confined space working, working in permit controlled Version: /09/17 Next Review Date: September 2018 Page 7 of 17

8 service ducting and working on the roof at Headquarters will be completed. Without exception, the Head of Facilities and Estate does not permit the working on live electricity infrastructure. In compliance with Contractual Obligations, the Contractor shall participate in regular meetings with the client and Contract Administrator where programmes of work including health and safety management are discussed. Contractors must ensure that they: Train their employees; Comply with specific requirements of CDM 2015 Regulations. Plan, manage and monitor their work and that of their workers; Check the competence of all their appointees and workers; Management Responsibilities It is the responsibility of the Police and Crime Commissioner, the Chief Constable, all Heads of Service and all Senior Leadership Team members to support the content of this Procedure in all its aspects. Police Officer, Police Staff, Special Constable and Wiltshire Council Staff Responsibilities All Police Officers, Special Constables, Police and Wiltshire Council Staff have a general duty under HASWA whilst at work to co-operate with their employer s reasonable instructions, safe systems of work, procedures and guidelines thereby enabling the Head of Facilities and Estate and Head of Health and Safety to manage legal obligations. With regards to contractors, employees must ensure that they adhere to all safety information provided by the Facilities Department in respect of contractors working on Police estate. All Police Officers, Special Constables, Police and Council Staff have a responsibility to immediately report any activity in progress by a contractor that is considered to be an unsafe practice, which presents a hazard to the contractor, or persons in the vicinity of works of Police estate to the Facilities Department (facilities@wiltshire.pnn.police.uk). 4. APPOINTING COMPETENT CONTRACTORS Overview The Head of Facilities and Estate will ensure the through providing appropriate service specifications, that technical and professional services are available via contract to satisfy all estate requirements. The South West Region Police Procurement Unit (SWPPU) procures services in conjunction with EU Regulations. Contract award follows robust evaluation of commercial and technical competencies. The Contract is provided by the Police and Crime Commissioner s legal services. Version: /09/17 Next Review Date: September 2018 Page 8 of 17

9 The Managed Services Consultant in their role of Contract Administrator supports the procurement process for the Measured Term Contract by providing the appropriate technical input into the specification, contract schedules and contract documents. The procurement strategy, technical and commercial evaluation criteria and scoring weighting is agreed at the beginning of the procurement process with the objective of short listing and inviting contractors to tender who have competence, knowledge, experience and skill bases with proven professional qualifications and safety and training management regimes. The Police and Crime Commissioner must ensure that if challenged, he is able to demonstrate, that every reasonable effort in selecting a competent Measured Term Contractor has been taken. Contracts should be awarded based on quality assurance and not just cost alone. Measured Term Contract award is subject to checking of contractor qualifications and competencies, for example work on gas appliances can only be undertaken by a Gas Safe qualified Engineers and Electricians must be NICEIC registered and/or members of the Electrical Contractors Association. All staff working on the Measured Term Contract requires Wiltshire Police Security Clearance to work on Police estate. The responsibility for ensuring that Measured Term contractors and sub-contractors are vetted rests with the Facilities Department. The following checklist is a non-exhaustive list of the provisions that are contained within the contracts: Obtain a precise copy of the contractors health and safety policy statement. Ensure it is signed and dated within the last two years. Obtain example risk assessment / method statements. Obtain references from other clients. Demonstration of appropriate qualifications and recognised Trade Association. Contracts to document and notify the contractor of all appropriate Procedures and Management Plans e.g. Asbestos, L8, Permits to Work. Health and safety performance including, identification of any accidents or incidents reported under RIDDOR or enforcement action in the last two years. Identification of the level and coverage afforded by the contractors insurance policies. The Measured Term Contract provides for the compliance of all current and future relevant health and safety legislation, HSE guidance or best current acceptable working practices, where applicable. SWPPU will ensure that documentary evidence is retained as per the Award of Contracts Policy. It may later be required in a court of law; to prove that all reasonably practicable steps had been taken in the selection of suitable contractors. Version: /09/17 Next Review Date: September 2018 Page 9 of 17

10 As part of this process, the Head of Facilities and Estate will supply all potential contactors with adequate and comprehensive information to enable them to comply with relevant statutory provisions. 5. MANAGEMENT OF WORKS Overview Services provided under the Managed Services and Measured Term Contracts are subject to monitoring and KPI measurement in accordance with the contractual obligations. The Managed Service Consultant issues all instructions for work on behalf of the Police and Crime Commissioner. All works undertaken will be in compliance with CDM Regulations Proposed works provide for risk assessments and safe method of working statements. Where appropriate pre-start and ongoing regular meetings are undertaken to co-ordinate and project manage arrangements. Such meetings are documented and project programmes circulated to provide full details of arrangements in place. Project programmes provide for health and safety monitoring, review and assessment during design stage and upon completion of works. The Facilities Department will undertake consultation with site staff prior to the undertaking of all planned maintenance and improvement works. Responsive maintenance work requirements are generally reported by site staff that have direct knowledge of the problem, have instigated the report and as a result have been notified of the future intentions. An Out of Hours Call out Procedure is in place and published on the Facilities Department Firstpoint Portal Page and held in the Control Room for use outside standard office hours. Out of Hours contractor attendance is reserved for emergency maintenance that would present an unmanageable health and safety or high risk difficulty if left unattended. In these circumstances attendance generally provides for isolation of services only with a follow up visit for any additional works. Pre-start meetings provide an opportunity to discuss the full technical, safety and site impact aspect of the project and interface between the Principal Contractor role of the Measured Term Contractor and any third parties contracted to provide specialist works. Whilst not exhaustive, these meetings provide the opportunity to discuss: Works content and programme Site induction including safety brief and emergency/evacuation procedures All work will be carried out in accordance with contractual obligations and adherence to appropriate regulations and procedures Documentation of any safe systems of work and method statements is provided before work commences Version: /09/17 Next Review Date: September 2018 Page 10 of 17

11 Any statutory inspection certification relating to any legal provision is available on request, e.g. cranes, scaffolds, ladders, etc Site impact and restrictions Proposed access and egress (vehicle and pedestrian) Construction compounds and parking areas On site contact arrangements Reporting procedures for accidents Details of plant or equipment to be brought on to site, including maintenance, storage and fuel requirements The requirement for perimeter fencing and warning signs Security arrangements Permits to Work Fire and safety checks at the end of a working day Method Statements All works will be undertaken in accordance with contractual obligations. All works are risk assessed in conjunction with CDM 2015 Regulations. Risk assessments with a medium or high risk will be documented and will be supported by a documented Method Statement. The Managed Service Consultant is responsible for assessing the technical and health and safety aspects of risk assessments and method statement. The Facilities Department are responsible for considering the site impact and co-ordinating works documented in the Method Statement. For emergency works, generic risk assessments, supported by a dynamic risk assessment, in conjunction with contractual obligations will suffice. Method statements outline the general principals required and are an extremely useful way of reviewing the activities that are to be undertaken throughout the contract period. In essence they should cover; What is to be undertaken How this is to be achieved Where it is to be undertaken When the activities are to be undertaken Who is involved The skills required The amount of effort and detail in preparing a method statement must be proportionate to the risks and complexity associated with the project/works. Version: /09/17 Next Review Date: September 2018 Page 11 of 17

12 Risk Assessment All works will be undertaken in accordance with contractual obligations. All work instructions are issued to the Measured Term Contractor by the Management Services Contractor in the capacity as Contract Administrator. At the time when the work instruction is placed, the contractor must be informed that they will be required to present adequate risk assessment(s) before being allowed on site. Where appropriate, generic or work specific risk assessments will be utilised but in all cases a suitable risk assessment must be in place. For low risk activities this may be a mental assessment but for all medium or high risk activities this must be a documented assessment of risk and appropriate control measures. The following strategy may be used to undertake risk assessments: Identify all working activities that present risks Identify all hazards associated with the work activities Determine the relative risks associated with all the work activities Identify and evaluate suitable preventative and protective measures that can be taken Define an implementation strategy plan Document the assessment Identify and provide any instruction and training?supervision that may be necessary Monitor and provide feedback with reference to implementation of the plan. Safety Permits to Work Permit to Work provide written safety control systems when it is intended to undertake work of a hazardous nature and the potential risk is high for example, hot works, working at height, confined space working, working within restricted service ducting and working on the roof at HQ. A permit will include details of how the planned work will be managed. Permits can only be authorised by the Head of Facilities and Estate or the Managed Service Consultant in consultation with the Facilities Department. Permits are generally valid for eight hours and are to cover one shift. Only in exceptional circumstances when a degree of flexibility is required can the duration of a permit be extended. However, no degradation in the provision of health and safety arrangements, particularly with regard to the level of perceived risk, is acceptable. The Managed Services Consultant, having knowledge of the intended work, will obtain from the contractor their risk assessment and method statement prior to work commencing. The Managed Service Consultant will liaise with the Facilities Department who will raise the necessary Permit and liaise with staff and Contractors to execute the responsibilities under the terms of the Permit. Version: /09/17 Next Review Date: September 2018 Page 12 of 17

13 Where possible, the Facilities Department staff will visit the site prior to and on completion of the work. Where this is not possible, agreement may be reached with site staff that may feel confident in ensuring that the contractor follows the agreed working arrangements. In these circumstances, site staff may sign off the permit on completion of work. This is particularly important where hot work is to be undertaken. The responsibility for ensuring that the appropriate permit to work arrangement is managed rests at all times with the Head of Facilities and Estate unless prior agreement with site staff has been reached. Where emergency works are required, as this may take place out of hours, the Measured Term Contractor has been provided with permits and full training in their use in accordance with contractual obligations. Where a particular hazard has been identified, specific safe method of working plans are put in place. These are currently in place for: - Accessing the roof to the HQ tower block - Accessing the HQ Tower Block service duct - Permit to Work on Police Estate Site Safety Rules Site safety rules are to be issued to all contractors and will be clearly stated in contractual arrangements, together with any special health and safety requirements likely to affect cost or timescales. The Head of Facilities and Estate will ensure contractors are provided with all relevant information arising from risk assessments and emergency procedures and appropriate policies and procedures. 6. COMMUNICATION OF CONTRACTORS WORK Planned Maintenance (also known as assessed needs) Planned maintenance works are generally works that have been identified as a requirement following annual condition surveys undertaken by the Managed Service Consultant. Because these works are proactive, these works usually provide for the opportunity of undertaking in a project managed manner. The Facilities Department, the Managed Service Consultant or the Measured Term Contractor will undertake consultation with site staff in a timely manner prior to commencing works. Works will be undertaken as detailed in the Management of Works section above. Responsive Maintenance (also known and unplanned, reactive, emergency or urgent maintenance) Requests for reactive maintenance works generally relate to those defects which cannot await undertaking as part of planned maintenance and are usually plant, services or infrastructure failure. Such requests are reported to the Facilities Department during office hours or via the call out procedure (found on Facilities Version: /09/17 Next Review Date: September 2018 Page 13 of 17

14 Portal Page in Policy and Procedures folder) out of office hours. The person reporting the maintenance request will be responsible for disseminating information accordingly and in a timely fashion. During office hours, work instructions will be issued by the Managed Service Consultant and works undertaken in accordance with the appropriate response timescale obligations by the Measured Term Contractor. Attendance arranged via the Call out Procedure will be subject to a follow up assessment of work instruction and any further work. Where emergency works are required, as this may take place out of hours, the Measured Term Contractor has been provided with permits and full training in their use in accordance with contractual obligations. Out of Office Hours contractor attendance is reserved for unmanageable health and safety or high risk difficulties. Audit Compliance The Managed Service Consultant will ensure suitable quality assurance checking arrangements for at least 10% of all instructions placed are carried out. In addition to this, all project work or high impact works will be regularly inspected and audited. The outcome of the audit, together which agreed KPI s are published in a Monthly Report which is circulated by the Head of Facilities and Estate to interested parties. 7. ARRANGEMENTS FOR THE MANAGEMENT OF THIRD PARTY CONTRACTORS (Including IST representatives and any other contractor directly engaged by budget holders) Overview The arrangements and principals for the management of contractors outlined within this document apply equally to all contractors directly engaged by budget holders and by the Wiltshire Council IST Service. The following section summaries the additional key responsibilities and arrangements for the management of these contractors. Types of Contractors IST service are provided in line with a strategic alliance with Wiltshire Council and staff work directly for Wiltshire Council and generally operate the supply chains and contracts set up and managed by Wiltshire Council. IST work can be planned, reactive or project related. Budget holders utilise a number of different contractors and suppliers. Regardless of whether a contractor attendance has an impact to the fabric of the building, services or infrastructures, the principals for the management of contractors outlined in this document apply. Version: /09/17 Next Review Date: September 2018 Page 14 of 17

15 Contractor Management Responsibilities The Wiltshire Council IST Department and any other budget holder engaging contractors are responsible for the overall and day to day management and control of contractors, in accordance with the principals of this Procedure, supported where applicable because their work impacts on the fabric of the building, services, plant or infrastructures, by the Facilities Department. The IST Department will undertake an assessment for every change / work request to identify works that impact on the fabric of the building, services and infrastructures. Any work that impacts on any of these areas will be subject to a permit to work on police estate which is a system managed by the Facilities Department. Without exception, third party contractors, including IST representatives and any other contractor directly engaged by budget holders are not permitted to undertake any works that affect the fabric of the building without the approval of the Facilities Department. The permit to work on police estate provides for a template that requires initial completion by IST / representative contractors and is designed to identify the proposed works, the area of proposed works, and the anticipated impact to the fabric of the building, services or infrastructures, including proposed dates and durations of works. The permit to work on police estate must be submitted to the Facilities Department for review. The Facilities Department will seek to provide immediate approval or additional supporting information such as risk assessments, method statements if deemed appropriate, prior to approval. All works authorised are required to be undertaken in accordance with the agreed safe method of working and compliance with all statutory and required construction, health and safety regulations and Police Policies and Procedures (which can be found on the Facilities Portal Page in the Policies and Procedures folder). The permit to work on police estate will provide for confirmation of authority to IST /contractor representative, notification of intentions to the site that will be affected, and provide details of any other relevant information such as known site hazards and required safety permits. Selection and Vetting of Third Party Contractors It is the responsibility of the IST department or budget holder to ensure the appropriate selection of competent contractors, who have the required professional competency skills and knowledge to complete the work required safely and effectively. The degree of competence required will depend on the work to be completed. In order to determine potential contactors competence an appropriate combination of the following points/questions should be considered and evidence gathered as required before selecting the contractor. What experience does the contractor have in this field? What are their health and safety policies / practices? What qualifications and skills do they have? Version: /09/17 Next Review Date: September 2018 Page 15 of 17

16 Are they members of a recognised trade or professional body? Ask for copies of Health and Safety Policy and example risk assessment / method statements. What health and safety training arrangements are in place? What supervision arrangements are in place? What health and safety performance arrangements are in place, including identification of any accidents or incidents reported under RIDDOR or enforcement action in the last two years. It is the responsibility of the IST Department or budget holder to ensure all third party contractors are security vetted prior to commencement of works. Site Induction, Site Rules and Supervision of Third Party Contractors It is the responsibility of the IST Department or budget holder engaging services to ensure contractors are provided with all relevant information, including the undertaking of site inductions, supervision arrangements, emergency procedures, appropriate policies and procedures arising from risk assessments. It is the responsibility of the IST department or budget holder to put in place a management process that complies with the principals outlined in this procedure. Method Statements, Risk Assessment and Permit to Work Arrangements IST is the responsibility of the IST department or budget holder to ensure that at the time when the work instruction is placed, all contractors are informed that they will be required to present an adequate risk assessment, method statement and confirmation of security clearance before being allowed to work unsupervised on site. Where appropriate, generic or work specific risk assessments will be utilised but in all cases a suitable risk assessment must be in place. For low risk activities this may be a mental assessment but for all medium or high risk activities this must be a documented assessment of risk and appropriate control measures. A Permit to Work on Police estate must be sought prior to undertaking any work that affects the fabric of the building, plant or infrastructures. Method statements outline the general principals required and describe how the task is to be carried out. Method statements are an extremely useful way of reviewing the activities that are to be undertaken throughout the contract period. Please refer to detailed method statement and risk assessment headings above. Risk assessments must provide for lone working arrangements where applicable. Audit Compliance The IST department will ensure suitable quality assurance checking arrangements for at least 10% of all instructions placed are carried out. In addition to this, all high risk IST works will be regularly inspected and audited. This audit will ensure work has been completed to specification as well as health and safety compliance. Version: /09/17 Next Review Date: September 2018 Page 16 of 17

17 8. MONITORING HEALTH AND SAFETY PERFORMANCE OF CONTRACTORS Overview Site safety inspections will be carried out in order to ensure agreed health and safety standards are being maintained and all relevant legislative requirements are being adhered to. The site safety inspections can take a variety of forms, from inspections based on extensive formal checklists through to informal walk through type inspections. Suitably trained competent and experienced staff representing with the Facilities or Health and Safety Departments shall undertake these monitoring functions. The contractual obligations of the Managed Service Consultant provides for quality assurance checking of at least 10% of all instructions placed. In addition to this, planned maintenance and project work and all high risk works will be regularly inspected and evaluated. All planned work which results in operational disruption is identified in a monthly report to provide for appropriate lead in for planning and will result in a documented programme of works. The programme of works provides for pre-start, progress and completion evaluations and formal handover prior to re-opening closed facilities. Version: /09/17 Next Review Date: September 2018 Page 17 of 17