This page outlines some basic procedures you should have in place when discharging Principal Contractor duties on a construction project.

Liaising with the client and principal designer

Liaison with the PD and client will be carried out:

• Face to face / on-site
• Phone conversation
• In writing

In all cases, a summary of any conversation will be provided in writing via email to all interested parties.

All files and documentation will be sent/received via email, and stored in a shared folder on the company computer system.

Any meetings will be arranged verbally, and confirmed via email to all interested parties.

The client and PD will be kept informed of project progress, changes and incidents through regular onsite visits, phone conversations or email.  In all cases, a summary will be provided via email to all interested parties.

Preparing the Construction Phase Plan

On appointment as the principal contractor for the project in writing by the client (via email), the contracts manager will arrange for the construction phase plan to be drawn up.

For small projects lasting less than 1 week with no more than 3 contractors/5 operatives on site, and basic construction phase plan will be drawn up by the H&S manager using form CPP 01.

For all other projects, our external consultants will be engaged to write the construction phase plan, and associated documentation (form GA24).

On completion, the construction phase plan will be emailed to the contracts manager and site manager for review, and a copy stored in the associated project directory on the company computer system.

Ensuring that adequate resources are available to satisfy the work requirements

On appointment as the principal contractor for the project in writing by the client (via email), the contracts manager will confirm the availability of the required resources for the project including:

• A suitably qualified site manager and first aider for the site
• Personnel with the appropriate level of training and expertise as defined in the construction phase plan
• Tools and equipment that are suitable for the task
• Sub-contractor requirements, including LOSC / agency staff, and sub-contracted companies for project items where the company does not possess the relevant expertise
• Materials
• Scheduling within the workshop to allow pre-fabrication of components

If the project is deemed as high importance/urgent, the contracts manager will reallocate resources as required to fit the appropriate timescales.

Based on this, the contracts manager will be able to provide a timescale for completion of the work.

Organising cooperation between contractors and coordinating their work

Coordination of the work, and facilitating cooperation between parties on site will be the responsibility of the site manager.

This will be carried out in line with the requirements of the construction phase plan.

In general, weekly meetings will be held involving all parties on site, where progress, H&S environment and quality will be discussed.  An agenda will be sent in advance to all parties, and the meeting will be minuted, and minutes sent to all attendees and other interested parties via email.

Ensuring suitable site inductions are provided

A standard induction checklist/form will be used on all sites (form GA12).  Information provided will be based on the construction phase plan and any specific risk assessment or method statements for the work to be carried out.

All operatives attending site will be required to attend a site induction before starting work. The induction will be carried out by the site manager.  A copy of the inductees CSCS/CPCS or equivalent card will also be taken (a photo on the site managers phone) and emailed back to the office.

The site manager will keep an induction log (form GA13).

Ensuring site security (preventing unauthorised access)

The contracts manager is responsible for carrying out an initial assessment of the security requirements, in consultation with the site manager and H&S manager.

This information will be incorporated into the construction phase plan, and implemented on site.

The site manager will be responsible for implementation of site security during work time and out-of-hours.

The site manager will secure the site and carry out an inspection at the end of each shift, and open up the site the next day.

The site manager will confirm in writing the presence and suitability of the security arrangements in writing to the office (via email) before allowing work to start.

Any issues relating to security will be reported to the office via email, including:

• Damage to security equipment
• Evidence of unauthorised access to site
• Active unauthorised access during the working day

Ensuring workers are consulted and engaged in health and safety

Consultation with workers will be primarily face-to-face, as projects are generally expected to be small in size, with all site workers having direct access to the site manager.

The site manager has overall responsibility for ensuring that all workers are consulted and kept up to date.

H&S notice boards will be displayed in welfare facilities and regularly updated with current H&S topics and site-specific information.

An information board will be displayed next to the signing in register, listing current site hazards. This will be updated on a daily basis.

The site manager or works supervisors will carry out regular toolbox talks and safety briefings with workers, and this will provide opportunity for workers to provide feedback.

Ensuring welfare facilities are provided

The contracts manager is responsible for carrying out an initial assessment of the welfare facilities requirements, in consultation with the site manager and H&S manager.

This information will be incorporated into the construction phase plan, and implemented on site.

The site manager will be responsible for implementation and maintenance of welfare facilities, including daily cleaning and inspections.

The site manager will confirm in writing the presence and suitability of the welfare facilities in writing to the office (via email) before allowing work to start.

Any issues relating to the welfare facilities will be reported to the office via email, including:

• Damage
• Suitability to the work / workforce