Policy Scope:

This policy applies to all South Yorkshire Police staff and includes members of the Special Constabulary and Police Cadets.  This policy applies to any officer who is authorised to raise a purchase order that involves a contractor entering our premises and undertaking work.

Policy Aims and Objectives:

The Control of Contractors Policy aim is to improve Health and Safety Management by compliance with the Health and Safety work Act 1974 and the management of Health and Safety At Work regulations 1999.  This places a duty on contractors on SYP premises and is in place to safeguard our employees and visitors from their activities.  

South Yorkshire Police shall employ competent contractors who will be selected according to our specifications and supply chain management guidance.  No work will be permitted to be undertaken until documentary evidence has been provided to the satisfaction of the authorising officer.  

One of the main objectives of this policy is to ensure adequate cooperation between South Yorkshire Police and the contractor. 

It shall be the responsibility of the contractor to ensure that their sub contractor staff comply with this procedure.  None compliance may lead to the contractor being removed from site. 

The following sets out the policy and objectives and will include a rigorous control of any work or activity on any SYP premises. The intention of this document is to present a clearly defined and detailed system of control.

• Ensuring that when a contractor is carrying out work on a South Yorkshire Police Property, all staff that need to know are informed.

• Providing the facility for all contractors to sign in and out when they visit site to control their presence.

• Provide a system whereby the contractor is informed formally about any safety hazards he may encounter while carrying out the work.

• Ensuring that the contractor makes staff aware of any hazards associated with the work he is carrying out.

• Preventing an overlap of contractors or directly employed labour, which may cause a safety hazard.

• Ensuring that the contractor works within legislation and guidelines and actively operates a safe system of work  equal to or better than those operated by the South Yorkshire Police.

• Improving the co-ordination between the South Yorkshire Police staff and Contractors who carry out work and activities on our premises so that risks are managed as far as reasonably practicable.

• Ensuring that before contracts are commissioned, the competence of contractors  is assessed in relation to health and safety matters, as far as is reasonably practicable.

• Ensuring that any contracted work by any department is planned conducted and monitored in association with this policy.

Any person employed by South Yorkshire Police that commissions a contractor to carry out work must adhere to the requirements set out in the Control of Contractors manual.

This policy has been produced with reference to:

The Health and Safety at Work etc Act 1974
The Management of Health and Safety at Work Regulations 1999
The Construction (Design and Management) Regulations 2007
The Provision and Use of Work Equipment Regulations 1998 (PUWER)
Control of Substances Hazardous to Health Regulations 2002 (as amended)
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)
The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
The Control of Asbestos Regulations 2006
The Regulatory Reform (Fire Safety) Order 2005

Equality Act 2010

In principle, this document has been assessed for discrimination, which cannot be justified, among other diverse groups.

Human Rights/Discretion:

The purpose of providing policy is to give an indication to staff of the expected course of action.  However, it is not possible to cater for every possible combination of factors that would justify a departure from stated policy.  The Human Rights Act 1998 requires the proper use of discretion at all times and nothing within this policy and associated procedural instructions prohibits the proper use of discretion in appropriate circumstances.

Where action is taken that has the potential to interfere with an individual’s Human Rights, the reasons behind the making of the decision to act in that way should be recorded on the appropriate forms, or where this is not practicable, in pocket books or policy logs.

Freedom of Information Act 2000

Exemptions do not apply to this statement of agreed policy under the Freedom of Information Act 2000.

Management of Police Information (MoPI)

This policy falls within MoPI:  No

Review Arrangements:

This policy together with its Equality Analysis will be reviewed every year.

Rights of redress for members of the public:

Anyone who feels that a member of staff has behaved incorrectly or unfairly, or who is dissatisfied with organisational matters, service delivery or other operational policing issues, has the right to make a complaint.

Initial action should be taken in one of the following ways:

• Complain in writing or in person to the Senior Officer at the appropriate police station or to the Chief Constable of the force concerned.

• Visit a local Citizens' Advice Bureau

• Contact a Solicitor

Rights of redress for South Yorkshire Police personnel:

South Yorkshire Police personnel who feel they have grounds for concern in relation to the implementation of policies may, as appropriate:

• Pursue concerns through their line manager.

• Contact a First Contact Advisor.

• Pursue a grievance formally through the South Yorkshire Police Fairness at Work Procedure.

• Seek advice from their staff association or trades union.

• Use procedural instruction D50241 Management of Complaints, in the section entitled Handling Complaints relating to Direction and Control.