Capital Works – Managing Contractors on Site

It’s that time again when we’re all gearing up to deliver our capital projects across the summer.  Whilst you may have professional building consultants managing your project, for everyone to be safe and for your project to run smoothly premises staff need to ensure that the procedures listed below are in place before your project begins. 

Risk Assessments & Method Statements (RAMS) – RAMS must be supplied to the school in advance of any works being carried out.  Ensure that the RAMS relate specifically to your site and works and aren’t generic documents.  Ensure that appropriate safeguards are in place for high-risk activities such as hot work which will require a hot work permit to be in place.

Contractors’ compound – If you’re not providing access to welfare facilities, then arrangements will need to be made for a welfare unit and materials storage on site.  It’s helpful to mark this on a site map also showing the access to the compound, where security fencing needs to go around the compound, where deliveries can be made, and where contractors can park.  If access to the compound is restricted due to physical site constraints, be sure to inform your contractors of the maximum size of lorry for deliveries.

Safeguarding – Gone are the days when there were no students on site during the holidays which means that strict safeguarding measures need to be in place for your contractors.  Ensure that you stipulate clearly your expectations regarding the provision of Enhanced DBS certificates and what the consequences will be if these expectations aren’t met.

Signing in and out procedures – All contractors need to be aware of what the signing in and out procedures are on your site.  This may be signing in as a visitor at reception (if it’s open during the holidays) or signing in with the contracts manager on site every day.  If the latter is agreed, then the contracts manager is responsible for accounting for all workers in the event of an emergency evacuation.

Change of communication – This needs to be clearly established so that contractors know who they can and can’t take instructions from whilst carrying out works on your site.  School staff, with the best of intentions, will often ask contractors to stop carrying out works or to do something different, but they won’t appreciate the impact that changes to the agreed work schedule may have on completing a project on time or the implications of making any changes to the agreed works.  Consequently, your contractors need to be clear that they only take instructions from your professional project manager, not from anyone else.  If it doesn’t come in the form of a written instruction, then it doesn’t get actioned.

Site operating times – Contractors will need to be informed of what times they can access your site and when it will be open for lettings and/or school events during the holidays.  For secondary schools, make sure contractors are aware of exam results days when a significant number of people will be on site.  On such days contractors will need to be restricted from certain areas and works planned accordingly to take this into account.

Emergency evacuation procedures – Ensure that your contractor’s site manager knows that it is their responsibility to ensure all workers are familiar with the site layout, emergency evacuation procedures, what the fire alarm sounds like, and assembly points.  It’s helpful to include a map of the site and emergency evacuation routes to the assembly points.  It’s almost inevitable that the fire alarm will be activated during major works when a contractor has forgotten to cover a smoke detector in the area in which they’re working, so ensure that you can be informed quickly if this is the case.  More importantly, ensure you check any areas where works have been carried out at the end of each day to ensure all smoke detectors have been uncovered.

Personal Protective Equipment (PPE) – All contractors must ensure they’re wearing the appropriate PPE for the tasks they’re carrying out.  This should always include the wearing of hi-vis jackets and may also include other PPE such as hard hats, gloves, steel toe capped boots, or goggles.  When you’re on site be sure to check what PPE your contractors are wearing and challenge them if it’s not appropriate.

Site behaviour rules – Contractors are expected to adhere to specific behaviour rules whilst on site which will include:

• No smoking or vaping.
• No swearing.
• No loud music.
• No states of undress.
• No walking around the site with hot drinks if students are on site.
• No leaving of tools unattended.
• ID badge and PPE to be worn at all times.

Use of equipment – The contractor is responsible for ensuring that any equipment or tools are not left unattended at any time that students or young people are on site and are stored and secured appropriately overnight.  Any equipment or tools belonging to the school must not be used by contractors. 

Cleaning up – Contractors need to be aware that all areas which are to be accessed the following day by students and staff must be left in a safe and suitable state.  Work areas should also be subject to a “sparkle” clean to ensure that fingerprints, paint smudges, dust etc have all been removed once works have been completed.

Be sure that all the above items are discussed and agreed at your pre-start on site meeting, following which they should be documented and e-mailed to your contractor and project manager.