THE UNIVERSITY OF SALFORD
Office of the Director of Estates
POLICY AND PROCEDURES
TITLE
Contractor Management Policy
REFERENCE
HS 18
Author
Status
Last Revised
Review Date
Steve Howard
Live
January 2013
January 2015
Other documents to
which reference should
be made which are
fundamental to this
policy
Procedure for the Control of Contractors on
Campus
Procedure for Inducting Contractors on
Campus
Policy for the Control of Contractors on
Campus (University staff)
Policy for issuing Work Authorisation
Certificates
Statement of Intent
The University is committed to providing a working environment which is safe and
without risks to the health safety and welfare of its employees, students, Contractors
and visitors.
Employees of the University, and contractors engaged to work on University
premises, must work with the employer to safeguard their own health, safety and
welfare and bring to the employers attention any situation they are aware of which
could pose a risk to their health, safety or welfare or that of their colleagues, students
or others.
Version 4
January 2013
Page 1 of 7
THE UNIVERSITY OF SALFORD
CONTRACTOR MANAGEMENT POLICY
1 STATEMENT OF INTENT
The University is committed to providing a working environment which is safe and
without risks to the health, safety and welfare of its employees, students, contractors
and visitors.
Employees of the University, and contractors engaged to work on University premises,
must work with the employer to safeguard their own health, safety and welfare and
bring to the employer’s attention any situation they are aware of which could pose a
risk to their health, safety or welfare or that of their colleagues, students or others.
2 POLICY OBJECTIVES
a.
b.
c.
d.
To provide a safe and healthy working environment for all staff students,
contractors and visitors
To manage risks in accordance with the requirements of the Construction (Design
and Management) Regulations 2007.
To comply with the requirements of the Health and Safety at Work Act 1974 and
the Management of Health and Safety at Work Regulations 1999.
To ensure those persons that procure and manage the services of contractors on
behalf of the University are aware of their responsibilities.
3 INTRODUCTION
All Contractors commissioned to work on University premises will be managed in
accordance with this policy.
The principles behind the University’s Contractor Management Policy are: 
To ensure that only competent employees are allowed to procure and manage
the services of contractors.

To ensure that only suitably competent Contractors are commissioned to work on
University contracts.

To ensure that all hazards are appropriately risk assessed and adequate controls
are put in place and managed.

To ensure that approved method statements or work plans are followed by all
Contractors and Sub-Contractors.

To ensure that appropriately trained and experienced staff are available to
adequately evaluate Contractors and Manage their activities.
4 WHAT IS A CONTRACTOR
For the purposes of this policy a contractor will include organisations or self employed
individuals who are not employees of the University but who provide a service or
services for the University.
There are 3 distinct categories of contractor covered by this policy: -
Version 4
January 2013
Page 2 of 7
THE UNIVERSITY OF SALFORD
4a
Category 1 – Contractors engaged for “Construction Work”
Those Contractors required to operate under the control of a permit to work (See
appendix 1 - list of permits to work) and/or involved directly in “construction work” as it
is defined in: “The Construction [Design and Management] Regulation 2007” (CDM): - The
carrying out of any building, civil engineering or engineering construction work and
includes—

the construction, alteration, conversion, fitting out, commissioning, renovation,
repair, upkeep, redecoration or other maintenance (including cleaning which
involves the use of water or an abrasive at high pressure or the use of corrosive
or toxic substances), de-commissioning, demolition or dismantling of a structure;

the preparation for an intended structure, including site clearance, exploration,
investigation (but not site survey) and excavation, and the clearance or
preparation of the site or structure for use or occupation at its conclusion;

the assembly on site of prefabricated elements to form a structure or the
disassembly on site of prefabricated elements which, immediately before such
disassembly, formed a structure;

the removal of a structure or of any product or waste resulting from demolition or
dismantling of a structure or from disassembly of prefabricated elements which
immediately before such disassembly formed such a structure; and

the installation, commissioning, maintenance, repair or removal of mechanical,
electrical, gas, compressed air, hydraulic, telecommunications, computer or
similar services which are normally fixed within or to a structure,
4b
Category 2 – Contractors engaged to install goods they have supplied and
are on the Estates and Property Services approved contractor list

Those who supply or provide equipment and services that require some
construction work to complete the installation or provision of the equipment or
service, (E.g. Carpet fitters, Vending machine installers, or any supplier required
to fit their equipment, which requires them to interfere with the fabric or
infrastructure of a building.)
This includes maintenance Contractors who carry out repairs on equipment
where those repairs require them to interfere with the fabric or infrastructure.
These are contractors who only carry out low risk activities in low risk
circumstances under the control of a competent person, where the contractor has
been classified as an approved contractor for the designated work, which has
been pre-authorised by the Director of Estates and Property Services.
Where more than one contractor is to be engaged to work at the same time and
location, Estates and Property Services must be consulted to identify if holistically
the work qualifies for notification etc. under the CDM regulations.
Where a contractor is to be engaged to work at the same time and location as
University employees or other contractors engaged by another division, school or
faculty then the same consultation must apply.
Where consolidated contracts do qualify for notification, the work must be
commissioned through Estates and Property Services.





4c
Category 3 – Contractors providing professional services only.

Persons or organisations engaged by the University to provide professional
services and advice (E.g. Lecturers and professional consultancy services etc.).
Version 4
January 2013
Page 3 of 7
THE UNIVERSITY OF SALFORD

5
These contractors will never be required to interfere in any way with the fabric or
infrastructure of any building or pat of the physical Estate.
RESPONSIBILITIES
Specific responsibilities for implementing this policy are identified below.
5a
The Registrar and Secretary



5b
Associate Director of Health, Safety & Wellbeing



5c



Provide advice in respect of “Construction Work” standards and strategy in
accordance with Building Regulations, current Health and Safety legislation and
British Standards;
Write and review policy to enable compliance with Construction safety legislation
and University strategy and standards.
Monitor and inspect compliance with Construction safety legislation and University
standards;
Provide guidance on training, in respect of Construction safety, as required.
Executive Director of Estates & Property Services










Version 4
Provide advice in respect of “Construction Work” standards and strategy in
accordance with Building Regulations, current Health and Safety legislation and
British Standards;
Inspect, monitor, audit and review compliance with safety legislation and University
Policy as it relates to contractors who are required to work on campus;
Ensure the availability of a competent Health and Safety Officer.
Health and Safety Coordinator

5d
Provide premises which are safe and without risk to building users;
Appoint competent staff to undertake specific roles and responsibilities;
Ensure adequate arrangements exist to manage the risks from “Construction
Work”,
Manage, on behalf of the University, all “Category 1” Contractors and those
“Category 2” and “Category 3” Contractors engaged by the Estates and Property
Services Division.
Ensure provision and maintenance of buildings, which comply with Building
Regulations, current Health and Safety legislation and relevant British Standards;
Ensure application of Building Regulations and relevant British Standards when
alteration to buildings is planned or takes place;
Ensure all new infrastructures/buildings are designed and built in accordance with
Building Regulations, current Health and Safety legislation and relevant British
Standards;
Ensure all Contractors appointed by Estates & Property Services comply with the
Contractor Management Policy
Maintain a list of Authorised Contractors who are competent to carry out
“construction works”
Ensure competent staff/ consultants are engaged to adequately manage
Contractors.
Ensure provision of technical expertise is available to provide advice on the
controls necessary for any University Construction Work;
Ensure any contractor engaged by Estates and Property Services holds
appropriate Insurance.
Maintain a list of people who have been designated as competent to manage
contractors. The list should include the level of competence achieved.
January 2013
Page 4 of 7
THE UNIVERSITY OF SALFORD
5e
Heads of Schools and/or Directors of Professional Services






5f
Competent Person












5g
Ensure you are competent to fulfil each aspect of each role.
Ensure the Contractors appointed by your School/ Division are competent to fulfil
the requirements of the Contract.
Prepare an appropriate specification/ safety plan.
Obtain, check and approve appropriate Risk Assessments and Method Statements.
Establish if any Permits to Work are necessary or if holistically the work may qualify
under the CDM regulations and if so arrange the work through Estates and
Property Services.
Establish if any hazards exist in the existing estate that may pose a risk to the
Contractor. (E.g. Asbestos, Excessive temperatures, Unprotected live electrical
circuits etc.)
Ensure the Contractor is made aware of the existing hazards in writing and has
taken account of them in their method statement.
Monitor and manage the Contractors performance whilst on site.
Ensure Contractor compliance with all relevant legislation and University standards
including “The Code of Conduct for the Control of Contractors on Campus.
Do not manage any project unless you have been accredited as competent for the
particular activity.
Ensure that Estates and Property Services are notified where more than one
contractor is to be engaged to work at the same time and location. Estates and
Property Services will then advise if holistically the work will qualify for notification
etc. under the CDM regulations.
Where more that one contractor is to be engaged at the same time and location but
the work does not qualify for notification, ensure that provision is made to manage
the day to day site co-ordination of all Contractor operations to ensure health and
safety is not compromised.
Purchasing Services


Version 4
Ensure any “Category 1” Contractors are commissioned through Estates and
Property Services
Ensure “Category 2” and “Category 3” contractors are competent to undertake the
work or activities effectively, safely and meet the general standards set by the
University.
Where appropriate obtain evidence of health and safety management systems,
(E.g. policies, risk assessments, method statements, training records etc.)
Ensure any contractor engaged by the School or Division holds appropriate
Insurances.
Ensure a competent person is identified to manage “Category 2” and “Category 3”
Contractors and advise the persons details to the Director of Estates.
Ensure contractors comply with the Code of Conduct for the Control of Contractors
on Campus and all relevant legislation.
Ensure that all contracts entered into on behalf of the University for Contractor
services are appropriately executed in compliance with this policy.
Ensure all contractors expected to install their equipment are contained in the
Estates approved contractor list.
January 2013
Page 5 of 7
THE UNIVERSITY OF SALFORD
6 ARRANGEMENTS FOR IMPLEMENTATION
6a
“Category 1” Contractors
The practical arrangements for implementing this section of the policy are provided in the
following procedures:  The Control of Contractor on CDM qualifying projects or
 The Control of Contractor on Non–CDM projects
Contractors will also be required to attend the Contractors Induction and to comply with
the Code of Conduct for the Control of Contractors on Campus and all relevant
legislation.
6ai Before the Selection Stage


During the post tender process any contractor being considered as a potential
provider will be evaluated for competence and suitability to complete the work. In
practice this will be achieved using the Contractor evaluation procedure.
An appraisal of the contract will be conducted to identify those projects which
qualify for notification under the Construction Design and Management rules and
subsequently, which control procedure detailed above will be adopted.
6aii Prior to Work Starting


6b
The Contractor will be issued with the Code of Conduct for the Control of
Contractors on Campus HS17
The Contractor will be provided with the University Health and Safety induction as
detailed in the Procedure for the Induction of Contractors on Campus. HS21 prior
to work commencing.
“Category 2 and 3” Contractors
The practical arrangements for implementing these sections of the policy are to be
provided in the procedures developed by the employing School or Division.
They will be produced to ensure that all risks, connected with the work of each individual
contractor employed, will be adequately controlled and managed.
Version 4
January 2013
Page 6 of 7
THE UNIVERSITY OF SALFORD
Appendix 1
Permits to Work
1)
Take possession of or work on isolated electrical equipment
2)
Work on Live Electrical Circuits
3)
Work within Electrical Switch rooms and Substations
4)
Work on or isolation of emergency lighting systems
5)
Work on or isolation of fire alarm systems
6)
Roof Access/ Roof Work
7)
Loft/ Ceiling Void Access
8)
Hot Work
9)
Confined Spaces
10)
Excavation Work
11)
Asbestos Removal/Work on Asbestos
Version 4
January 2013
Page 7 of 7