Contractors Pre-Start Meeting
Date of Meeting
Start Date
Project
Completion date
Persons Present
Meeting Objectives
To ensure compliance with the University’s provisions with regards to heath, safety and welfare of Contractors
and University Staff;
To ensure that the contractor has a detailed and coordinated safety plan;
To ensure there is adequate opportunity for resolution to any issues identified prior to commencement of
contracted works.
A copy of this form must be given to the contractor at the end of the meeting, following any amendments that may
be necessary as a result of that meeting.
Is the Project Notifiable
If yes Name of CDM-C
Yes
No
Has the Asbestos Register been consulted and requirements agreed and completed.
Yes
No
Have all relevant notifications been made (Local Authority, Utility companies)
Yes
No
Appendix 1 – Contractor Requirements
Appendix 2 – Project Manager Check list
Appendix 3 – Permits to Work
Appendix 4 – Useful contact numbers
Appendix 5 – Fire Precautions
Contractors Pre-Start Meeting
Appendix 1 - Requirements of Contractor
The following should already have been provided to the Project Manager prior to contract being awarded
Safety Policy and arrangements
Risk assessments, methods statements and/or safe systems of work supplied
Please ensure the following are also provided
Name of site responsible supervisor for safety.
Emergency contact details for all attending site
In the event of an incident on site
Must notify Project Manager / Contracts Administrator immediately of any accidents or incidents, and all
major injuries, including 7 day injuries and dangerous occurrences must be notified to the HSE. A copy of the
RIDOOR report must be supplied to the University.
Other requirements
Electrical supply for tools and equipment must not be in excess of 110 volts
All equipment brought to site must be fit for purpose and where necessary, inspected and tested in
accordance with relevant legislation.
Ensure the Project Manager / Contracts Administrator is made aware of any changes that may be required /
requested before the changes take place.
Ensure all who are likely to work on site (inc. sub-contractors) have received the University Health and Safety
Induction for contractors.
Contractors Pre-Start Meeting
Appendix 2 – Project Manager Check list
Yes
Risk Assessments and Method statements provided and reviewed to be acceptable
Asbestos reviews and relevant surveys completed and information provided to the contractor and
the CDM-C
Is chemical use planned and substances agreed in accordance with University requirements
Ensure competencies are relevant for the of work being undertaken by the contractor eg Gas Safe
engineers; NICEIC electricians etc.
Permit Arrangements discussed with contractor
Fire Precautions discussed and agreed with contractor – see appendix 5
Welfare facilities and first aid arrangements agreed with contractor
PPE arrangements reviewed and agreed for contractors and visitors to site
Will lighting levels be adequate
If no – what are the proposed resolutions:
Will any lifting operations require the use of cranes
If Yes,
Consider competence of operatives, banksman, control of lifting area
Scaffold required
If yes, handover certificates or tag required, must be completed by competent person and in date
Protection from fall – edge protection for roof (permit required), excavations (permit needed) and voids.
No
N/A
Contractors Pre-Start Meeting
Appendix 3 - Permit To Work
The following types of work will require a permit to be issued
Any work which involves digging / breaking into the ground of the University - Ground excavations
Entry into a Confined Space
All temporary operations involving open flames or producing heat and/or sparks, this includes, but is not
limited to, Brazing, Cutting, Grinding, Soldering, Thawing, and Welding require a Hot Work permit.
Access for maintenance / repair to Laboratories, Workshops and Plant rooms
Access to a Roof or activities involving working at height
Isolation of services other than electrical isolation
Work in Electrical substations - for these please contact Neil Williams
Work on a sink within a laboratory
Issue and close out of permits
Permits are issued by the Contract Administrator or Project Manager within the Estates Department. Permits must
be closed out by the issuing manager within the timescale indicated on the permit.
Notification period
Notice is required for the issuing of a permit. This gives the issuing Contract Administrator or Project Manager time
to assess the documentation and agree other actions as required. The majority of work is pre-planned so this
notification period will not impact on the job if it is managed appropriately. However, there are situations,
unplanned events, where this notification period cannot be met. These will be dealt with on an individual basis.
When is a permit NOT required?
Where the work is on simple systems with dedicated local isolation, and present minimal risk, or has no secondary
impact on other users. However, a risk assessment and method statements should still be provided to the Contract
Administrator or Project Manager and any necessary control measures put in place before works commence.
Contractors Pre-Start Meeting
Appendix 4 – Useful Contact Numbers
Health and Safety at Warwick
You must be ‘Competent’ to carry out the work for which
you have been engaged
Always report to your allotted point of contact before work commences and
report before leaving site
Familiarise yourself with your work surroundings
Know the location of the nearest fire exits and assembly points.
Find out on what day the fire alarm sounders are tested where you are
working, you do not need to leave the building at this time unless the alarm
sounds for more than 30 seconds
Keep your work area tidy, consider others working in that area and keep them
informed where necessary
Ensure you use your appropriate PPE and follow relevant procedures
Report any accidents to your manager and ensure the University
representative has been made aware
First aiders are available - contact security should you require help
If you require any chemicals to carry out your work, ensure they have been
approved by the University representative
Certain activities require a permit before work can commence. Ensure a
permit is in place before you commence these activities (e.g. Roof work, hot
work, confined space)
Full details of contractor responsibilities can be found in the Contractor Safety
document issued pre-start meeting If in any doubt about your work, ASK for
help
Useful Contact Numbers
University Project Manager
Security
22083 (024 7652 2083)
Emergency Contact whilst onsite at
024765 22222
the University
No contact to be made direct with
emergency services.
Health and Safety Executive
0845 345 0055
Coventry County Council
0247 683 3333
Warwick District Council
01926 410410
Appendix 5 – Fire Precautions
The instruction and check sheet in this Appendix will give you the ability to make a basic assessment of the work you
are planning to determine if you require additional support from the University’s Fire Safety adviser.
The instructions set out below are mandatory aspects, which as the project manager or as the individual
commissioning work you should be putting in place and communicating to people in the building where your planned
work is being carried out and to those carrying out the work:
Are measures in place to ensure staff and other building occupants are informed of the temporary effects
and the actions required in the event of a fire incident during the planned work?
Ensure the contractor provides first-aid fire fighting measures for the work area which are appropriate
If the work is likely to create dust or fumes then arrangements must be made for the smoke detection
system to be either isolated or detector heads capped. Activities such as sweeping up, drilling, sanding
demolition, and hot work can all create dust/fume levels capable of triggering automatic fire detection. Any
temporary alterations to the fire detection and alarm system including covering detectors must be agreed
with the Low Voltage Systems & Network Engineer and the Project Sponsor. These should be pre-planned
prior to starting work on site.
Ensure any hot works that use or create a flame, heat or sparks, that could give rise to risk of fire and ignition
of flammable substances and combustible materials – must be controlled via a Hot Works Permit.
By completing the check list below it will identify if the planned work requires input from the University’s Fire Safety
Adviser to ensure an adequate level of fire safety is achieved. If the answer is ‘Yes’ to any of the questions below,
then notify the Fire Safety Adviser who will advise on the adequacy of the work proposed and on any further
precautions required.
Consider the following in relation to the planned work…
1. General
2. Alarm and
detection
3. Escape routes
4. Emergency lighting
5. First aid fighting
equipment
6. Compartmentation
7. Construction
materials
A. Will the work result in a change in the occupancy profile e.g. from office use to
sleeping accommodation?
A. Will the planned work require the location of existing smoke detectors and/or
fire alarm sounders to be re-located?
B. Will the planned work result in the creation of a new room (Either by forming a
new room as a standalone structure or by subdividing an existing space)?
A. Will the planned work result in permanent removal or relocation of existing
emergency exits (including removal of doors or staircases)?
B. Will the planned work result in alteration to the existing door release
mechanisms on any doors on an escape route or the final exit door from the
building?
C. Will new security measures be added to any doors on an escape route?
D. Will the planned work result in an existing escape route being changed that
might affect emergency exit signage?
E. Will the planned work deliver facilities specifically for disabled persons where
there was previously none i.e. installation of a lift?
A. Will the planned work result in the creation of a new room with a floor area in
excess of 8m2(Either by forming a new room or a subdividing an existing space)?
A. Will the planned work require existing first aid firefighting equipment to be
relocated?
A. Will the planned work breach any existing compartment walls or affect any
protection to openings in them e.g. fire doors.
A. Do the proposed construction materials constitute an obvious fire hazard e.g.
polystyrene insulation and/or exposed timber sheet linings (not timber stud
work),
Yes/ No/
N/A
8. Construction waste A. Where a skip and combustible building materials are to be stored externally,
and materials
has an area 10m away from the building been allocated for their storage?