SSAS – Contractors Guidance Notes & Code of Practice
Before you begin your registration, please read and confirm acceptance of our codes and policies.
Contractors Guidance Notes
All personnel should read and understand the Stewart Signs Ltd Purchasing Terms and Conditions and Policies before undertaking any work on our behalf.
Each person is responsible for ensuring that they have understood the safety and other requirements required at each site where they are working. In addition, where Stewart Signs Ltd has agreed issue of method statements and risk assessments these should be read and implemented.
Each person is responsible for their own quality of work even when inspected by their client regardless of whether it is a Stewart Signs Ltd or other person.
Minimum environmental requirements, which may be added to by Stewart Signs Ltd clients are: –
- Keep the area tidy
- Dispose of rubbish correctly – you may need to seek advice
- If removing rubbish, ensure you have the necessary Waste Transfer documentation
- Do not use energy or water unnecessarily
Stewart Signs Ltd reserves the right to ensure contractors carry out their work in a safe and environmentally healthy manner at the contractors’ own cost.
We reserve the right to refuse access to the works contracted should a contractor or their employees arrive late or not appear fit to work by reason of dangerous actions, fatigue, under the influence alcohol, drugs or similar issues where our Policies are not being followed.
You will follow Our Policies
|Drugs and Alcohol Policy||View|
|Equal Opportunities Policy||View|
|Health & Safety Policy||View|
|Data Protection Policy||View|
Installation & Fitting Sub-Contractor Services
If you provide an installation, application, fitting or sign maintenance service to Stewart Signs Ltd please follow the directions on this page and the Code of Practice.
Prior to Work
- Suitable Insurance details must be provided. This must include full disclosure of the insurance and management of any subcontractors you may employ
Please Note that preference will be given to Bona Fide Subcontractors who have given evidence to confirm this status indicating they are covered to work at height or with heat disclosing full limitations within their Public Liability Insurance.
- Any drivers and their vehicles will be assessed and checked by you to be legal and safe to drive at any time on company business
Sub-Contractors providing at height access services should:
- Supply proof of valid certification for Mobile Access Tower equipment if service supplied in agreed standardised rates (PASMA or equivalent).
- Supply proof of valid certification for Mobile Elevating Work Platform if service supplied in agreed standardised rates (IPAF or equivalent).
Work Specific requirements
All Sub-Contractors must provide:
- Registrations/ Unit/ Chassis/ ID no’s for all works to be detailed on site works report. PO No. to be put on invoice.
- Lo-res Digital Photos of works carried out sent to firstname.lastname@example.org from site* and hi-res photos saved to cloud locations (e.g. Dropbox, OneDrive) as required.
- Digital photos of individuals for ID pass uses. Passport size.
- CSCS (Construction Skills Certification Scheme) certificate for basic site safety
* It would be preferred if each team leader/ individual has the use of a camera phone so as to assist in instant communication from site as and where necessary. Please bear in mind when replacing phone hardware.
You will have registered as a Waste Carrier
Code of Practice
Overview –This Code of Practice is a practical guide to the basic levels required of the interaction between Stewart Signs Installation (including sub-contractors) and Clients, End Users and Site Management whilst on site.
Many elements of our service have direct costs attached to them, such as the quality of the materials used, the quality of the installation work…however good conduct costs nothing and has a more immediate and significant impact on the success of an installation. Our conduct on site is hence as important as the actual installation work.
Presentation – All staff and Contractors must have the correctly branded uniform and PPE, any clothing not supplied by Stewart Signs shall be appropriate (long trousers, plain shirts ideally predominantly black or grey). Whilst on site staff and contractors are an advert for Stewart Signs and our Customer. All clothing and PPE must be clean with branding visible. All Staff and Contractors should wear their Stewart Signs photo ID badges and any Customer or site issued badges at all times, again clean and visible. Vehicles should be clean, and only carry livery that has been agreed by Stewart Signs and the Customer. Contractors should not advertise their own (or any other company’s) branding while on site on clothing or equipment without prior permission from Stewart Signs. Parking out of sight may be acceptable.
Site Management – The Supervisor as identified on the Fitters Information Sheet will be the primary contact on site for the Client / Site Management, our staff, contractors and any other third party visiting on our behalf (couriers, photographers etc). He will take charge of the project, carry out the relevant site briefings and inductions and ensure that a safe working area is maintained for everyone, both ourselves and those working nearby. He will ensure that all work is carried out safely and in accordance with the necessary method statements and site rules. He will ensure that the working area is kept continuously clean and tidy.
Site Rules – When on site the Supervisor should ensure that all staff treat the installation site with respect, remembering that they are guests. Staff should be inducted where appropriate and should follow all site instructions, even if it is not what the site staff or other contractors do. We should set ourselves out from the crowd by honouring the site procedures and our own.
Communication & Relationship with Site Management Team – All communication shall be done courteously, professionally and knowledgeably. The supervisor shall be the primary point of contact within the installation team and it shall be his responsibility to communicate with the Client, the Customer, the Site Management Team and the Stewart Signs Installation Manager. The supervisor should provide accurate overviews of progress and address any issues that arise and communicate these to the relevant people. The Supervisor should introduce himself to the Site Manager and ensure that he is recognised as the primary contact. Communication by staff, contractors and other third parties, should be referred to the Supervisor.
Interaction with all other site personnel – The Supervisor must ensure that all staff or contractors interact with site staff in a courteous, helpful and respectful way. Personal opinions, or views on issues related to a specific project should be kept to oneself and away from the other site personnel. All staff should appear positive and supportive regarding the project, the Customer and Stewart Signs, and address any frustrations discreetly and professionally with the Supervisor.
Staff utilisation – The supervisor will ensure that all staff are working effectively and efficiently. It is important that this is visible to others. If staff are on a break they should be away from the working area so that an observer is clear that they are looking at a break rather than poor staff utilisation. All staff should have clear instructions detailing what they should be doing at any time, and what to do if they have any issues. Should the situation arise where work needs to be suspended on a particular part of the project due to a particular issue, the Supervisor will re-allocate work to the affected personnel and will seek to resolve the issue with the Installation Manager. If the Supervisor wishes the input of any member of the installation team he will do so at his discretion. Once a resolution has been found, the Supervisor will issue instructions regarding how he wishes to proceed.
On Site Issues – The Supervisor should report any site issues to the Installation Manager as soon as they occur (as far as is practical) leaving a message if necessary. If the appointed Installation Manager is not immediately available (given a reasonable time to respond – determined by the severity of the situation), the supervisor should contact the office so that the Project Manager can deal with it. The Installation Manager will be able to inform the Project Manager who can in turn decide if it is appropriate to involve sales to discuss the issue with the Client. Site issues shall be referred to the Installation Manager before the Site Management. The Supervisor and Installation Manager should ensure that there is never a situation where the End User or Client is telling them about a site issue (it will be problem by then!).
Toolbox Briefing – At the beginning of every shift the Supervisor will give all staff a visible and full site briefing detailing the work, the safety issues & site rules, and the shift reporting structure. He will identify responsibilities and allocate tasks. The briefing will be conducted in a formal, orderly way so that any Customer or End User that witnesses it will be confident that we are starting the shift in a planned and effective way. In the absence of the nominated supervisor the primary person on site will carry this out.
Job Sheets, Method Statements & Risk Assessments, Drawings, Visuals & Instructions, Grey Book Specifications, and Training Certificates –The Installation Manager will supply the Supervisor with relevant documentation, detailing the requirements for the installation. The job sheets must be fully understood by the Supervisor, and a printed version kept on site for use in managing the installation, and for inspection by the Customer or Site Management.
They should be visible, and a feature of the installation, not hidden in toolbox. They should be treated with respect and care, and not left on the floor.
Storage, Handling – The Customer may have spent many thousands of pounds on the materials that are being used. Material should be handled with care and respect at all times. Whilst in the Supervisors care, these materials must be handled appropriately and stored properly and securely. Material should not be left anywhere where there is a risk of accidental damage (e.g. on the floor where it could be walked on or driven over).
Knowledge – The Supervisor must ensure that they know the make, type and characteristics of any product or material they are responsible for installing and match the relevant skills of people on site to those products. This includes application limits such as minimum and maximum temperatures, humidity restrictions and handling techniques. It should be realised that the Client/End User will have spent a considerable amount of money on the products and materials, so negative comments about their choice are unacceptable.
Equipment – Tools, equipment and all consumables required to carry out the works will be supplied by the contractor. The exceptions to this will be Stewart Signs staff, nominated labour-only contractors or by prior arrangement. Tools and plant will only be allowed on site if agreed in advance with the Site Management, covered with current safety/calibration requirements and covered within the Method Statement. It is not acceptable for staff to use available site equipment even if offered by other contractors or site staff, unless agreed between the Site Management and the Supervisor (and even then it must be covered within the Method Statement and Risk Assessment). Consumables such as cleaner should have a COSHH risk assessment available
Health, Safety & Environment
All work shall be carried out in accordance with our current Health and Safety and Environmental Policies.