HEALTH & SAFETY PRE-QUALIFICATION SCHEMES

Undertaking competency assessments on potential subcontractors/consultants, or ‘vetting’, can be a time consuming process, and many Clients are now opting to only invite companies already approved by third parties or pre-qualification schemes to tender.

Outsourcing the vetting can result in considerable savings both in time and resources, as employees are able to focus on their main job role. It also removes the issue of ensuring that employees undertaking the vetting are themselves competent to make judgement calls regarding the competency of the subcontractor/consultant.

CQMS can carry out this sub contractor vetting for you.

The number of pre-qualification schemes has risen in the last few years, with each having their own questionnaires and differing in the type, and level, of information required as supporting evidence. The key requirements, however, are similar and are based upon assessing how the company complies with current health and safety legislation.

 Passing an assessment by any of the pre-qualification schemes, therefore, should be straightforward providing all the necessary evidence is available and up to date.

CQMS Ltd have noticed that key reasons for non-compliance/failure of pre-qualification questionnaires (PQQs) are usually related to failure to provide adequate evidence to support the answers given, as follows:

1. Lack of relevant training and/or detailed records

Training records should be in place for all persons within a company and be appropriate for the work they undertake. Everyone should receive induction training, which should include an introduction to the Company Health and Safety Policy, Risk Assessments and Method Statements (safe systems of work), general health and safety awareness and then specific training for their job role.

It is becoming more common for Assessors to request nationally recognised training courses, e.g. CITB, BSC, particularly for construction-related assessments for example Site Managers (SMSTS) and Site Supervisors, and also CSCS for site operatives. The role of the subcontractor supervisor is an important one on site, as they will act as key liaison between the Principal Contractor and the subcontractor’s workforce, and ensure that all the key health and safety information is passed to the employees and safe systems of work are adhered to.

 Training is therefore vital to ensure the supervisor is aware of their duties and can adequately fulfill them. The best way of collating and providing training information for PQQ purposes is on a training matrix, showing the employees and the training they have received with the relevant expiry dates.

2. No evidence of consultation with the workforce

PQQ Assessors are usually looking for minutes of health and safety meetings, confirmation of appointment of Safety Representatives, and feedback from the workforce during/following review of risk assessments.

3. Lack of investigation into accidents and details of measures put into place to prevent recurrence

Investigations into accidents, incidents, dangerous occurrences and near misses are important to identify the underlying causes and prevent recurrence, and are often required by the insurance companies in the event of a claim. They are of value even if the incident is minor and non-reportable, however, and an in-house investigation can identify areas for improvement. Details of remedial action taken to prevent similar future incidents are often required as evidence to support the answers to PQQs.

4. No worked examples of subcontractor competency assessments

For companies who subcontract work, an assessment of the competency of the proposed subcontractor should be undertaken. Arrangements for how this will be undertaken should be included within the Company Health and Safety Policy, however PQQ’s usually require at least one ‘worked example’ showing a completed questionnaire and evidence supplied to see how this has been assessed.

The PQQs are constantly subject to review and amendment to suit the requirements of their Clients and improve the process, and as such previous accreditation does not necessarily mean that re-qualification will be successful due to the evolution of the scheme. Some PQQs now also require non-health and safety related information which is not covered by CQMS Ltd, for example environmental procedures or human resources information, as part of the application and as such this information will need to be completed and managed by your Company.

If you need assistance with the completion of a PQQ, your first point of contact should be your Safety Adviser who will be pleased to provide advice and, if necessary, arrange for the completion of the relevant health and safety questions on your behalf.