| Reviewed by: | Suzanne Deadman 02 05 2025 |
| Ratified by: | Resources Committee: 05 06 2025 |
| Next Review: | Summer Term 2027 |
Contents
Contractors
The term ‘Contractors’ means anybody working on site who is not directly employed by the school or a volunteer i.e. theatre group, building contractors.
The following procedures will be carried out in order to ensure safe practice:
- The school will use the LA approved list of contractors whenever possible
- Risk assessment and method statement will be sought prior to commencement of works/event. Copies to be held by Premises Manager
- Evidence of competence in working with all materials including asbestos
- For ‘Hot works’ a permit will be agreed and checked during and one hour after completion of works
- DBS clearance must be shown, those contractors without clearance will be constantly monitored by a member of staff to ensure safeguarding
- Induction to the building carried out including identification of local hazards including asbestos / awareness of our code of conduct (see below) and contractors will be made aware of the incident reporting procedure
- Induction to appropriate, safe working practices: separation of working area from other personnel, appropriate use/security of tools/equipment, to follow lone working procedure
- Contractors to supply and use appropriate PPE where necessary and to use their own tools and equipment including ladders
- Welfare facilities identified
- A named person from the contractor together with a named person at the school should be agreed to ensure clear communication.
- Where sub-contractors are employed – all communication should go through the main contractor.
- School based evacuation plans including fire escapes and fire equipment will be provided to the contractor before any works commence. Any fire fighting equipment used by a contractor must be communicated to the Premises Manager as soon as they have had to use it.
Contractor’s Code of Practice
For contractors on site we have a code of practice. It is a condition of the contract that this code of practice is observed. The building is a school and not a building site. It is used by members of the public throughout the year. As such special codes of practice apply.
This code of practice applies regardless of whether the school is in operation or not. During school holidays, weekends and other periods of closure operatives should under no circumstances encourage or allow persons other than those authorised by the Premises Manager to enter the site.
All contractors should ensure they have a clear understanding of our asbestos procedures. Prior to any works taking place on the school site the contractor will liaise with the Premises Manager who will give access to the asbestos policy and location of known asbestos on site. The Premises Manager will ensure that contractors are fully informed so that they are aware of asbestos procedures and are not placed at risk.
Emergency Asbestos Procedures
All contractors are required to stop work, evacuate the work area of their own personnel and others who may have been affected when asbestos materials (identified or suspected) have been accidentally encountered, disturbed and/or damaged. Contractors are to immediately report the incident to the Premises Manager. The Premises Manager will provide the contractor with an emergency out of hours contact list. It is the contractor’s responsibility to ensure that they have this information.
Smoking is not allowed within the perimeter (external boundary walls or fencing) of the school.
Contractors must not fraternise with staff or pupils. They should not engage children in conversation but should keep their distance – at all times. If communication with a child is necessary during school hours this should be done through or with a member of staff.
Staff working on the school site are vetted for their suitability to work in such an environment. On a school site an appropriate type of behaviour is required (behaviour is defined as the things a person does and the things a person says). If an adult’s behaviour is deemed, by the Headteacher or Premises Manager, to be inappropriate they will be instructed to leave the site. This would include swearing, making racist, sexist or homophobic comments or comments about a person’s abilities or appearance, wearing offensive clothing or insignia. Irrespective of weather or the work in hand contractors must be appropriately dressed. If in doubt about dress code or standards refer to the Premises Manager
To support safe working practices no alcohol is to be consumed on site, nor should any contractor under the influence of alcohol be at work on site.
Children are naturally inquisitive. No tools, materials or substances are to be left lying around unsupervised for any reason or any period of time.
On arrival each day every contractor must report to the Premises Manager for signing in and out of the Inventry system. There are no exceptions to this rule.
They will be issued with a visitor’s pass upon arrival and must wear it all times. They may be asked to produce their own photographic ID. This will be monitored by the Premises Manager.
All work areas must be barricaded to avoid school users, including children accessing the work area. This is the responsibility of the contractor but will be regularly be monitored by Premises Manager.
Only glues, solvents, chemicals covered by COSHH regulations may be used unless agreed.
No contractor should enter any of the children’s toilets without being accompanied by a member of school staff.
The clinical waste contractor will collect the bins from the pupil’s toilets prior to any children being on site.
Works will not take place in a teaching area whilst teaching is in progress unless the Headteacher has given permission.
Contractors will follow all relevant health and safety legislation including keeping appropriate records and ensuring that safe practices are observed.
Permits to Work
High risk activities at the Oakbridge Federation may, on occasion, require very strict controls. Control can be applied using a permit to work system. A permit will identify the safe conditions and requirements that must be present before any work can be started and must be signed by the Premises Manager. Examples may be Hot Works Permits and Asbestos Permits.
Procedure for the selection or procurement of contractors
Guided by the following documents:
Sustainable Procurement Code of Practice (Lewisham Council) and Oakbridge Finance Policy and Scheme of Delegation. – in the ‘further reading’ section below. In the selection of contractors, we will also consider –
- Best value – which does not necessarily mean going for the lowest quote but deciding on the quality of product or service as well as the range of goods or services available
- reliability and reputation of the company
- responsiveness & efficiency of the company
- compatibility with school ethos and culture
- relevant qualifications as well as membership to appropriate bodies
- references from other jobs recently completed by the proposed
- contractors that the school has previously used.
In addition to we will:
- check the HSE register to see if any RIDDORS / Prosecutions / Prohibition Notices have been registered to the proposed company
- require any contractor sub-contracting their services to adhere to the same standards that we would apply to the appointment of contractors.
Policy Review
This policy will be reviewed every two years or soon if required.
Further Reading
Sustainable Procurement Code of Pratice, November 2022
Oakbridge Finance Policy and Scheme of Delegation