Health & Safety in the PQQ How to Successfully Complete Part E

Occupational Health and Safety Team

Health & Safety in the PQQ

&

How to Successfully Complete Part E

Housekeeping Arrangements

• Instructor Introduction

• Toilets

• First Aid

• Fire Alarms

• Mobile Phones – Turn to Silent or Off

• Questions

Aim and Objectives

Aim:

• To provide potential contractors/suppliers with a good guide on

how to complete the H&S Section of the PQQ (Part E) to give

you the best chance of successfully passing the section!

Objectives:

• Take you through each section of Part E (H&S) on the PQQ.

• Outline what we expect to see on submissions.

• Provide an overview on how the assessors mark each submission

• Highlight Common Mistakes seen in submission which lead to their rejection

Background to Part E

Risk

• Increases with the loss of control from outsourcing work.

• Pre-qualification allows the Client to track the most important

aspect of contractor management across essential dynamics,

such as Quality, Finance, H&S, Customer Satisfaction, etc.

Legal:

• STC/STC legally obliged to ensure that those appointed to work

on a project have the skills, knowledge and experience to carry

out the work in a way that secures health and safety.

• Must establish that they have these qualities before appointing!

Moral:

• Pre-qualification provides a level playing field through use of

uniform rating systems.

Why Pre-Qualify on Health & Safety?

Completing Part E

Responsibility & Structure

Q. E1.1 (All Organisations)

State the Name & Position of the person with overall responsibility for

H&S in your organisation

• Could be the Proprietor, MD, Chairperson, CEO, or a Director.


State the Name & Position of the person appointed to provide H&S

Advice & Assistance as required by Reg. 7 of the Management Regs.

• This may be an employee of the company or a Consultant acting

on the Company’s behalf. This response will be validated.

• Provide details of experience, copies of any relevant H&S

qualification certificates.

N.B. - Qualifications will be validated with awarding/certifying bodies.


Q. E1.2 continued….

Name Glenn Hutchison

Position in

Organisation Health & Safety Manager

Experience Over 16 years industry experience

Qualifications

MSc Environment, Health & Safety (IOSH Accredited)

NEBOSH Construction Certificate

NEBOSH General Certificate

IOSH Managing Safely

CITB SMSTS Site Managers Certificate

APS Management of CDM Co-Ordination

Chartered Member of IOSH, APS, CIOB

Telephone no. 0777 138 8898


Q. E1.2 continued….

Common Mistakes

• Ensure you provide copies of all relevant certificates.

• If they don’t have the qualification don’t embellish it to make it look

like they have.

• Likewise don’t undersell their competence!

• Ensure that they are still your appointed Reg. 7 Person!

– Have they left?

– Is it a consultant you no longer use?

– Does it match what is stated in your H&S Policy?

– Are they aware that they the duty holder?



How many persons does your organisation normally employ?

• STC/STC no longer ask for declaration by Self-Employed on this

section.

Common Mistakes

• Employees will also include any agency workers, apprentices,

part-time/seasonal staff and young persons.

• If you regularly sub-contract work out to other organisations,

estimate how many you regularly use rather than stating Nil.

Employees

20

Sub-contractors

5

Policies & Procedures


Is your organisation CHAS accredited? (Contractor Health and Safety

Assessment Scheme)

• If YES, enclose a valid copies of your CHAS Accreditation

Certificate & your organisation’s H&S Policy Statement of Intent.

• If YES, you can also bypass a number of other questions on the

Section E, (although other sections of the PQQ must still be fully

completed)

• If your organisation IS NOT CHAS accredited, you still need to

complete all questions as they apply to your organisation and

enclose a full copy of your organisation’s H&S Policy.

Assessors validate all organisations with CHAS


Q. E2.2 (Non-CHAS Organisations)

If your organisation does not have a written H&S Policy please give

the reason why.

Q. E2.3 (For Organisations with 5 or Less Employees)

For smaller organisations we still need to identify what operational

controls you have in place to ensure the Safety & Wellbeing of your

employees during work activities. - 7 Key Questions;

• What arrangements do you have in place for dealing with Fire

Emergencies?

• What procedures do you have in place for dealing with the

Reporting of Accidents?

• What arrangements do you have in place for dealing with First Aid

emergencies?


Q. E2.3 continued………

• How are welfare facilities to be provided in Workplaces or

Transient Workplaces?

• How will Supervision of employees be achieved?

• What provisions are in place for the supply and use of Personal

Protective Equipment?

• What provisions are in place to ensure appropriate Training is

undertaken by yourself and/or your employees?

– It is STC/STH’s policy that all contractors who carry out

construction, maintenance, repair or servicing, are asbestos

awareness trained.


Q. E2.4 (Non-CHAS Accredited Organisations)

Do you agree to ensure that all of your workforce will comply with any

instructions from the Council’s Supervising/Safety Advisors, whilst

your organisation undertakes any work on behalf of the Council.

• Simply requires a Yes or No answer – then signed and dated by a

director of the company or someone higher.

Q E2.5 (For Organisations with 5 or more employees)

Please state how health and safety policies and procedures are

communicated to your workforce and administered within your

organisation?

• In the very least Provide a statement

• Could be reference to a ‘Communication with Employee’s’ policy,

diagram, meeting structure, etc.

Accident Reporting and Accident Investigation

Q. E3.1 (For Organisations with 5 or more employees)

Does your organisation have a procedure for the reporting and

recording of accidents and dangerous occurrences in accordance

with RIDDOR (Reporting of Injuries Diseases and Dangerous

Occurrences Regulations 1995)?

• Simple Yes or No Response

Q. E3.1a (All Organisations)

Have you enclosed a copy of your procedure for accident reporting,

recording and investigation?

• Simple Yes or No Response with document in Appendices

Common Mistakes

• Make sure you enclose a copy – not just a reference to it!

Accident Reporting and Accident Investigation

Q. E3.2 (For All Organisations)

Please complete the following table in respect of accidents and

dangerous occurrences as set out below.

• Provide details of corrective actions to the reportable types of

incident.

Evaluation of accident rates and corrective actions will be carried out.

Year Fatal Major Injury or

Over 7 Day Non-Reportable

Dangerous

Occurrences

Reportable ill-

health

This year 0 0 0 0 0

Last year 0 0 0 0 0

Year before last

0 0 0 0 0

Prosecutions or Enforcement Notices

Q. E4.1 (For All Organisations)

During the last five years, has your organisation been subject to

formal enforcement (e.g. Prosecution, Prohibition Notice or

Improvement Notice) for contravention of the Health and Safety at

Work etc. Act 1974, or equivalent legislation arising from your conduct

of activities similar to those covered by this contract?

• Simple Yes or No Response

• If the answer is yes, provide full details and explain corrective

action taken to prevent re-occurrence.

• Response will be validated with the Health and Safety Executive

(HSE) Information Website

• Assessors expect to see an honest account of the P/PN/IN which

is reflected on the HSE website

Prosecutions or Enforcement Notices

Q. E4.1 Continued…….

• Assessors expect to see remedial actions that have been put in

place to rectify original issue, and/or a timetable/action plan if the

P/PN/IN has been very recent.

• Always try to structure response to state what P/PN/IN was issued

for and what steps you have taken.

Common Mistakes

• Not mentioning any P/PN/IN’s – immediate failure of section!

• Omitting parent/sister company P/PN/IN’s

• Different or misleading versions of the accounts to the HSE

• Remedial actions which don’t address the problem

• Accounts of irrelevant P/PN/IN’s which are older than 5 years.

Risk Assessment

Q. E5.1 (For Organisations with 5 or more employees:

Does your organisation have Risk Assessment Procedures in place

for all work activities as required by the Management Regs & Others?

• If YES, please supply 2 examples of Risk Assessments for work

activity undertaken within the last 12 months similar to the work

being tendered for.

These should include the following:

• Identification of hazards

• Identification of who will be harmed

• An evaluation of the risks

• A recording format

• Review

Training, Consultation, Monitoring

Q. E6.1 (For Organisations with 5 or more employees:

Does your organisation have a health and safety training programme

for your workforce to ensure that they are competent for their duties?

• Simple Yes / No / Not Applicable

• If YES, submit a copy of your assessment pro forma.

Q. 6.3a (All Organisations)

Do you have a system in place for monitoring your Health and Safety

arrangements including auditing them at periodic intervals and for

reviewing them on an ongoing basis?

• Simple Yes / No required

• If the answer is yes, please provide details including examples.

Will be Validated through submitted policy arrangements and their

compliance with Regulation 5 Management Regs 1999.

Asbestos


Where appropriate do you have asbestos management procedures in

place to comply with the Control of Asbestos Regulations 2012? (E.g.

construction, demolition, maintenance, repair, servicing, installation or

related contracts).

• Simple Yes / No / Not Applicable

• If YES, complete E6.4 and E6.5.

Q. E6.4 (All Organisations who responded Yes)

Please provide details of your Asbestos Management Procedures.

Q. E6.5 (All Organisations who responded Yes)

Please provide details of Asbestos training provided to your

employees.

Sign Off & Designation

Q. E7 (All Organisations)

Submission should be signed off by the most senior person in charge

of the submission or in charge of the organisation.

Name of Person

completing this

form.

Glenn Hutchison

Position in

Organisation

Health & Safety Manager

Contact Tel No

0191 427 2015

Email Address

[email protected]

Date

18/05/2015

Signature

G. Hutchison

Any Questions?

Documents

Health & Safety in the PQQ How to Successfully Complete Part E