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Firstly, it is necessary to ensure that you understand what a 'Contractor' is and what is meant when the pages refer to a 'Project Manager' or 'Departmental Representative':

What is a contractor?

A contractor is a person or company engaged by a client to carry out an activity they cannot or do not have the resources to carry out themselves. The activities they can be engaged to carry out include:-

  • construction and demolition work
  • installation of equipment or machinery or its maintenance, including maintenance to buildings and its infrastructure
  • cleaning / decorating
  • moving / dismantling / assembly
  • inspecting, testing and servcing

For the purposes of contractor engagement and management, the advice and guidance in this section and sub-pages applies.

It does not apply to :-

  • a delivery company delivering items such as furniture to the university; (exluding assembly on site)
  • a supplier of goods or equipment;
  • consultants
  • temporary workers

All of the above are not contractors for the purposes of this section, but will need to be subject to other checking and competence requirements.

What is a Project Manager?

Anyone who brings a contractor onto the University to carry out any work including inspection, testing, maintenance, repair, construction or demolition is a Project Manager for that work.

What is a Departmental Representative?

Each Department will have a trained member of staff who has undergone Contractor Management training. This person throughout these pages is termed, 'Departmental Representative' and this is the person who will be required to support a department validate the health and safety credentials of any contractor before they are appointed to work on behalf of that department.

When engaging a contractor, there are other considerations:-

Where any work is likely to involve the use of more than one contractor on site, or to last more than 30 days, or involve more than 500 person-days, such work must be communicated to the Estates Department prior to the work commencing, as it is likely to be subject to the requirements of the Construction (Design and Management) Regulations. In such cases the legal duties of Principal Designer and Principal Contractor need to formally approved, otherwise these duties will default to the person initiating the work.

Asbestos - All work which may interfere with the fabric of the building must be subject to a review by the Asbestos Management Team before works can commence, see Asbestos Management Policy and Arrangements

In Summary

It is important that:-

  • Only suitably approved contractors are used;
  • Contractors are aware of any hazards in areas that they will be working in;
  • Departments are aware of any hazards that may arise from the contract;
  • Hazards to both staff and contractors are eliminated if practicable or are otherwise adequately controlled.
  • Relevant documents are acquired both at the procurement stage and before each piece of work and that these are checked and used for monitoring purposes throughout the contract period from engagement to contract end. This will include method statements and risk assessments for each type of work proposed where there could be significant risks to their own workers, University staff and students or other persons in the vicinity of their operations.

Contractors Policy

Contractor Engagement Process Flow Chart

Contractor Selection

Contractor Management - use this link to access the latest Code of Conduct and the declaration form that contractors are required to sign

University of Warwick Permit Process