Sub-Contractor Definitions

Sub-Contractor Definitions.

Tier 1 Sub-contractors.

Tier 1 sub-contractors are sub-contractors who are able to manage a project in its entirety with only minimum input from ACIEM(hereafter referred to as the Company) during the project currency.

To achieve this, Tier 1 sub-contractors must have a UKAS (United Kingdom Accreditation Services) or similar accredited management system and be able to provide us with details of their system and their last audit.

Tier 2 Sub-contractors.

Tier 2 sub-contractors are sub-contractors whom may be considered the Company traditional sub-contractors. They are managed on site by the Company and can provide us with Risk Assessments, Method Statements and when required programmes for their works. Tier 2 sub-contractors employ 5 of more employees and can provide a signed dated copy of their Health & Safety Policy. They must also provide details of their Employers Liability & Public Liability insurance, together with UTR and Subcontractors Company Registration Number(s). Tier 2 sub-contractors sign up to and work within the Company Health & Safety Policy and Codes for Sub-contractors.

Tier 3 Sub-contractors.

Tier 3 sub-contractors are labour only supply agencies or sub-contractors whom employ less than 5 employees and provide a labour only service. They work entirely under the Company supervision and to the Company Risk Assessments & Method Statements. Tier 3 sub-contractors sign up to and work within the Company Health & Safety Policy and Codes for Sub-contractors.

All Subcontractors will be expected to:

Provide evidence of their training and competence to complete the Sub-contract works and demonstrate health, safety and environmental awareness
Comply with the Company SHE Code for Sub-contractors
Cooperate fully and attend meetings with the Client and the Company as required
Complete the sub-contract works in accordance with the agreed programme
Report immediately to the Project/Site Manager any accident/incident that affects health, safety, environment or the contract programme
Actively participate in all the Company or client health and safety initiatives
Be aware of the CDM Regulations and comply with your responsibilities under the regulations
When appropriate, exercise skill, care and diligence to ensure the safe, efficient and economical construction, operation and maintenance of the elements of the project that you are responsible for

Tier 1 Contractors will be expected to

Follow a certified documented management system
Demonstrate an ability to completely plan and manage their works
Demonstrate commercial competence
Provide labour, plant, materials, PPE and equipment (other than free-issue).
Produce all documentation required by the Sub-contract
Comply with audits by the Company or the Client
Meet any other requirements of the sub-contract
Keep records as required by the sub-contract

Tier 2 Contractors will be expected to

Follow the Company Integrated Management System
Demonstrate competence in supervision of their works
Submit Method Statements/Risk Assessments for approval prior to starting
Cooperate fully with The Companypersonnel to meet the programme
Attend site meetings as required
Provide labour, plant and PPE
Provide materials and equipment as agreed in the subcontract
Keep records as required by the sub-contract
Comply with audits by The Company or the Client

Tier 3 Contractors will be expected to:

Follow the Company Integrated Management System as appropriate

Follow the instructions of the Company Site Manager
Demonstrate competence in the tasks they undertake
Provide labour, plant and materials agreed in the Sub-contract
Keep records as required by the sub-contract

Guidance notes

Please complete the attached questionnaire, in order that the Company can make an assessment of your organisation’s Health, Safety, Quality and Environmental competence.

After reviewing this form and other information supplied you will be rated as either Tier 1, 2 or 3 and advised accordingly.

Continuation of approved status is dependent upon satisfactory performance feedback scores from the Company Site Management personnel. Performance scores are typically assessed at the completion of the sub-contract works.

PLEASE NOTE

This Sub-contractor Prequalification questionnaire must be completed each year on the renewal anniversary of your insurance policies.

Commencement on site will only be approved after completion of this questionnaire, the pre-let interview and the sub-contract order.

SUBCONTRACTOR PREQUALIFICATION QUESTIONNAIRE
In order that we can assess your Health, Safety, Quality and Environmental competence, please complete and return this questionnaire.
Supporting information should be included with your response when returned to enable us to make a fair assessment.
Company Details
Company Name / Click here to enter text. / Telephone / Click here to enter text. /
Address / Click here to enter text. / Fax / Click here to enter text. /
Click here to enter text. / Email / Click here to enter text. /
Click here to enter text. / Vendor No. / Click here to enter text. /
Click here to enter text. / Office use only / Click here to enter text. /
Post Code / Click here to enter text. /
UTR No. / Click here to enter text. /
VAT No. / Click here to enter text.
Company Reg. No. / Click here to enter text. /
Completed By / Click here to enter text. / Date completed / Click here to enter text. /
Job Title / Click here to enter text. /
Services you are providing / Click here /
Additional Services / Click here /
Click here /
Other, please specify / Click here to enter text. /

Safety, Quality & Environmental Management Systems

/ Safety / Quality / Environmental
OHSAS 18001 / ISO 9001 / ISO 14001/EMAS
Yes / No / Yes / No / Yes / No
Does your organisation have a management system that complies with the requirements of the following? / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ /
Is the system certified by a UKAS assessing body? / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ /
(If yes, attach certificates as a PDF copy)

Safety Policy

/ Yes / No
Does your Company have a Safety Policy? / ☐ / ☐ /
If yes, please provide a copy of your current Policy and Company Management Structure
Does your Policy contain, Statement of Intent, Organisation and Arrangements / ☐ / ☐ /
Is the Statement of Intent signed by a senior member of the organisation / ☐ / ☐ /
Does your Policy state the person ultimately responsible for safety / ☐ / ☐ /
Does your Policy make clear the responsibilities of persons either by name or job title / ☐ / ☐ /
Has your Policy been updated in the last two years / ☐ / ☐ /

Incident Statistics: Reportable Under RIDDOR * Must be included even if zero incidents/accidents reported

Accidents for previous 3 years
Last Year / Year Before / Year Before
Employees / Subcontractor / Employees / Subcontractor / Employees / Subcontractor
Average Employed* / Click / Click. / Click. / Click. / Click. / Click. /
Fatalities / Click / Click / Click. / Click. / Click. / Click. /
Major Injuries / Click / Click / Click. / Click. / Click. / Click. /
Over 3-Day Injury / Click / Click / Click. / Click. / Click. / Click. /
A.I.R* / Click. / Click. / Click. /
Dangerous Occurrences / Click / Click / Click. / Click. / Click. / Click. /
Diseases / Click / Click / Click. / Click. / Click. / Click. /
*A.I.R calculated as follows: / RIDDOR accidents / X / 100,000 = A.I.R
Monthly average number of people
Please supply details of initiatives / action taken to address significant incidents or improve performance generally.
Click here to enter text.

Enforcement Action

/ Yes / No
Has your company been served with Prohibition Notices concerning unsafe conditions in the last 5 years? / ☐ / ☐ /
Has your company been prosecuted for breach(es) of Health and Safety Legislation in the last 5 years? / ☐ / ☐ /
Has your company been prosecuted for breach(es) of Environmental Legislation in the last 5 years? / ☐ / ☐ /
If yes to any of the above, please attach details on a separate sheet

Safety, Health & Environmental Training and Awareness

Do you have a standard that establishes minimum safety, health and environmental training for person(s) under your control?
If yes, please give details of S, H & E training below:
Off-Site ManagementYes / ☐ / No / ☐ /
Click here to enter text.
On-Site Management and SupervisorsYes / ☐ / No / ☐ /
Click here to enter text.
Tradesman & OperativesYes / ☐ / No / ☐ /
Click here to enter text.
CSCS cards of all aboveYes / ☐ / No / ☐ /
Click here to enter text.
Note: Copies of certificates / cards will be required to be submitted prior to, and periodically during any works
you undertake for us.
Yes / No
Are operatives given method statements, risk assessments, COSHH information, noise and manual handling training / briefings before commencing any work on site? / ☐ / ☐ /
Do you undertake toolbox talks? / ☐ / ☐ /

Operational Skills and Competency Capability

Do you have standards that establish competence levels for person(s) under your control? / Yes
☐ / No
☐
Please give details of training/qualifications of your personnel below:
Site Management
Click here to enter text.
Supervisors
Click here to enter text.
Tradesman & Operatives
Click here to enter text.
CSCS / CPCS and other accreditations
Click here to enter text.
Safety Advice

Who provides health & safety advise in your organisation?

/ Please indicate below
Non-Safety Specialist (line Manager) with no additional training / ☐ /
Non-Safety Specialist (line Manager) with additional training / ☐ /
External Consultant with formal NEBOSH Qualifications or equivalent / ☐ /
In house Safety Advisor with no formal NEBOSH Qualifications or equivalent / ☐ /
In house Safety Advisor with formal NEBOSH Qualifications or equivalent / ☐ /
What is the frequency of your Safety Professionals / External Consultants / Others visits to site?
Weekly / ☐ / Monthly / ☐ / Greater than monthly / ☐ /
Please provide a copy of the Safety Professional’s Curriculum Vitae and qualifications
Health Arrangements

Do you have arrangements in place for managing health issues for your employees, e.g. competent health advice, pre-employment medicals, health surveillance, rehabilitation scheme?

/ Yes / No
If yes, please describe below / ☐ / ☐ /
Click here to enter text.
Please indicate below health hazards that pose a risk to your employees
None / ☐ / Noise / ☐ / Vibration / ☐ / Manual Handling / ☐ / Lead / ☐ / Asbestos / ☐ /
Other Chemical / ☐ / Other * / ☐ / * detail below
Click here to enter text.
Sub-Let Works

Do you sub-let works?

/ Yes / No
If no please proceed to question 10 / ☐ / ☐ /
Do you evaluate the competence of your sub-contractors? / ☐ / ☐ /
Is your evaluation of your subcontractors based on experience ONLY? / ☐ / ☐ /
Is your evaluation of your subcontractors based on a pre-qualification questionnaire? / ☐ / ☐ /
What minimum criteria do you require from subcontractors to whom you sub-let works to satisfy you of their competence with regards to:
Health and Safety Policy
Click here to enter text.
Health and Safety Advice
Click here to enter text.
Health and Safety Training
Click here to enter text.
Health Arrangements
Click here to enter text.
Safety Management
Click here to enter text.
Quality Management
Click here to enter text.
Environmental Management
Click here to enter text.
Supervision

Other than Labour only services, you will be required to have competent and trained management and supervision to plan, supervise and monitor the works under your control at all times and to provide a single point of contact for all issues on site.

What is your approach with regards to providing adequate supervision?
Click here to enter text.

Design (inc Design Development and Temporary Works)

Under CDM 2015 Regulations, Design is defined to include drawings, specifications, bills of quantity,
calculations. You must provide information proportionate to the complexity of the issue if you carry
out design.
Where appropriate you will be required to provide, a certified and checked design for
Permanent Works and Temporary Works. Where you are unable to carry out design in-house
you must use a competent sub-contractor.
Under CDM 2015 Regulations, Design is defined to include drawings, specifications, bills of quantity, calculations. You must provide information proportionate to the complexity of the issue if you carry out design.
Please confirm by ticking here that you are aware of the CDM Regulations 2015 and
you will co-operate with the Principal Designer, Principal Contractor, and others as required. How will you communicate information to the relevant parties? / ☐
Click here to enter text.
YES / NO
Do you regularly use a design sub-contractor? / ☐ / ☐ /
Please describe your processes below:
Competence of those undertaking design
Click here to enter text.
Design Risk Assessments
Click here to enter text.
Provision ofinformation regarding Health, Safety and Environmental impacts with the design
Click here to enter text.
Please provide a CV of the in-house or subcontract designer

References

Please detail companies we can use as references, preferably recent projects of similar size
Project / Click here . / Project / Click here .
Value £ / Click here . / Value £ / Click here .
Employer / Click here . / Employer / Click here .
Contact Name / Click here . / Contact Name / Click here .
Contact Number / Click here . / Contact Number / Click here .
Contact’s Position / Click here . / Contact’s Position / Click here .
Bribery Act 2010
Please confirm by ticking here and registering as a supplier to ACIEM Group Ltd, you agree to comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 (the ‘Act’) and not to engage in any activity, practice or conduct which would constitute an offence under the Act if such activity, practice or conduct had been carried out in the UK. In particular, you confirm that in accordance with the Act, you have adopted ‘adequate procedures’ to prevent persons associated with you from committing bribery and have provided appropriate training to your staff. / ☐
Modern Slavery Act 2015
Please confirm by ticking here and registering as a supplier to ACIEM Group Ltd,
(i)your organisation’s compliance with the Act and in particular, that neither your organisation nor any of its suppliers use, or are in any way connected with, slave labour, human trafficking or exploitation, or any other activity which would constitute an abuse of human rights, and
(ii)you consent to ACIEM Group Ltd, on reasonable prior written notice, being given access to your senior staff to conduct an audit of the practices and procedures that you have in place to ensure you comply with the Act.
The Immigration, Asylum and Nationality Act 2006, Immigration Act 1971.
Please confirm by ticking here and registering as a supplier to ACIEM Group Ltd, you agreeto comply with all applicable laws, statutes and regulations relating to the Immigration, Asylum and Nationality Act 2006, Immigration Act 1971. Illegal working often results in abusive and exploitative behaviour, the mistreatment of illegal migrant workers, tax evasion and poor housing conditions. It can also undercut legitimate businesses and have an adverse impact on the employment of people who are lawfully in the UK. / ☐
☐
ACIEM Group Ltd reserves the right to remove details of any supplier from the system who is in breach of these terms, and suspend trading with immediate effect.
ACIEM SHE Code of Practice for Subcontractors
Please confirm you have received, read and will comply to the Company SHE Code of Practice for Subcontractors: / ☐
FOR OFFICE USE ONLY / REFERENCE 1 / REFERENCE 2
CHECKED BY : / Click here . / Click here .
DATE: / Click here . / Click here .
COMMENTS :
TIER ONE / TIER TWO / TIER THREE
☐ / ☐ / ☐ /
VETTED BY: / Stephen Hall
JOB TITLE: / Quality Manager
ACCEPT / REJECT
☐ / ☐ /
DATE OF APPROVAL / REJECTION: / Click here .
REASON FOR REJECTION: / Click here .

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