How to Use: Contractor Competence & Capability Assessment Form

Purpose and outcome (what “good” looks like)

This form is used to check and record that a subcontractor is:

• Competent — the people doing the work know how to do it safely and to a good standard.
• Capable — they have the right supervision, labour, plant, time, and paperwork to deliver the job without cutting corners.

Good completion means the form shows clear, job-specific checks were made, any gaps are listed with actions and deadlines, and the decision (approved / approved with conditions / not approved) is justified with short notes and evidence.

Who uses it (simple roles)

When to use it (two-stage check)

• Stage 1 – Procurement: before placing the order / issuing the subcontract. This is your “should we use them?” check.
• Stage 2 – Pre-start: just before they start on site (often at pre-start meeting or first-day induction). This is your “is it still the same job and same people/plant?” check.
• Use it again if something changes: scope, programme, key people, plant, method, work area, or risk level.

Rule of thumb: the higher the risk (height, lifting, excavations, hot works, live services, public interface), the tighter your checks and the clearer your evidence should be.

Before you start (what to gather)

Have these ready so you’re not guessing or filling it in from memory:

• Scope and programme: what they’re doing, where, start date, duration, and interfaces with other trades.
• Names: their supervisor/foreman, and (if known) the operatives who will attend.
• RAMS: risk assessment and method statement that matches your job (not a generic PDF).
• Training/competence evidence (as relevant): card numbers, certificates, screenshots, or a quick list you can verify (e.g., CSCS, CPCS/NPORS, IPAF, PASMA, first aid).
• Plant and certification (as relevant): LOLER, inspection records, maintenance/PUWER arrangements, PAT approach where appropriate.
• Insurance: policy schedule/certificate and expiry dates (PL/EL; PI if design responsibility).
• Previous performance info: your own notes, defect lists, site observations, or references if you’ve not used them before.

Keep it sensible: you don’t need a mountain of paperwork for low-risk, short-duration tasks, but you do need enough to show you checked properly.

How to complete it (step-by-step)

Review and approval (what to check before signing)

• Are the checks proportionate? Higher risk packages should have stronger evidence and clearer notes.
• Do RAMS match the scope and site? Watch for copied site names, missing steps, or vague controls.
• Is there a named supervisor? If not, that’s usually a stop point.
• Are plant certs in date where needed? If not, stop and resolve before start.
• Are conditions genuinely closed? Don’t sign Stage 2 based on promises.

Escalate / pause the start if you see red flags like generic RAMS, expired LOLER, unclear lifting/excavation controls, “we’ll sort it on the day”, or poor previous site behaviour.

Recordkeeping (filing, retention, audit-ready)

How often to review or update

• Always do Stage 2 pre-start confirmation before first attendance on site.
• Re-check (update the form or add an addendum note) if:

• their supervisor/crew changes;
• their plant changes (especially lifting, MEWPs, excavators);
• scope or method changes;
• programme changes create pressure (weekend work, short notice accelerations);
• there is an incident, repeated non-conformance, or poor site behaviour.

Common mistakes (and how to avoid them)

Worked example (realistic scenario)

Job: Small refurb project. Subcontractor appointed for installing steel beam with padstones and making good. Requires temporary propping, lifting the beam, and work at height from a tower.

1. Stage 1 (procurement): You record scope and interfaces (other trades below). You ask for RAMS covering delivery, unloading, exclusion zone, propping sequence, lifting method, and tower use.
2. Competence: Subcontractor provides a named supervisor and confirms operatives have done similar installs. You note relevant training (e.g., PASMA for tower user; telehandler operator ticket if they’re using one).
3. Plant/certs: You request LOLER for lifting accessories (if used) and confirm tower inspection process. You note certificate references and expiry dates.
4. Decision: “Approved with conditions” because RAMS are missing a clear exclusion zone plan and do not state who inspects the tower. Action: “Update RAMS with exclusion zone and tower inspection responsibility, by Friday 12:00.”
5. Stage 2 (pre-start): On the morning before start, the site manager confirms the same supervisor is attending, the tower is arriving as planned, the updated RAMS are on site, and the team are briefed at induction. Conditions closed, so the job starts.

Quick on-site prompts (useful questions)

• “Who is your supervisor today, and will they be here all shift?”
• “Talk me through the job steps in order—what’s the tricky bit?”
• “What plant are you using, and what’s the back-up if it’s not available?”
• “Show me where the RAMS covers the key risk on this job (height/lifting/excavation/hot works).”
• “What changes since tender/quote—people, plant, method, dates?”