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Contractor Management

Contractor Management

When brining contractors of any description onto a university site you must ensure that they are adequately insured and that they work in accordance with all relevant health and safety requirements. 

Insurance

All contractors should carry adequate insurances. At a minimum they will require public liability insurance of €6.5m and employers liability insurance of €13m. Any deviation from this must be approved by the UCD SIRC Office. Additional insurances may be required depending on the work being undertaken on your behalf, e.g. professional indemnity insurance, contractors all risk, etc. The UCD SIRC Office can advise on these requirements. 

You must also ensure that contractors carrying out work on your behalf do so in accordance with best health and safety practice. You should ask to see a copy of your contractor's Safety Statement. This is the statutory document that all employers must have that outlines how they will ensure that their operations are carried out in a safe manner.

For complex works, you should also ask to see a Method Statement, which is a written outline of how the work is to be carried out safely. Further advice on these documents can be obtained from sirc@ucd.ie

All contractors carrying out works at a University Facility must adhere to all local safety rules and any safety instruction received from University staff whilst on site.

All contractors must adhere to the contents of their own safety statement, which they may be asked to submit to the University SIRC Office or Estates Services for approval prior to beginning operations within the University.

Contractors must submit to a safety audit of their activities at any time by a Local Area Safety Committee or the University SIRC Office

All contractors involved in construction work on behalf of the University must be trained in ‘Safe Pass’

Contractors must report all accidents and near misses, no matter how minor, to their University contact as soon as possible thereafter and cooperate with any investigation into the incident.

All equipment brought onto site by contractors must be safe to use, have all safety guards in place, be accompanied by all necessary certificates where required and not represent a danger to any University staff, students or visitors when in use.

Contractors may not bring any hazardous substance into the University unless it has been approved by the local Head Of School or Unit / Facility Manager or University SIRC Officer. All such material must be accompanied by a Safety Data Sheet.

UCD operates a permit to work system for high risk activities such as excavations, hot works, electrical works and roof access. If your contractor is involved in any of these types of activities then they must obtain a permit from Estate Services on 01-7161111 / ext. 1111.

In particular, no hot works may be undertaken without prior written approval from Estate Services and the UCD SIRC Office.

Contractors must also be conscious of any activities that may set off a building fire alarm. Any activity that produces a dust or mist may set off the fire alarm, including activities such as wood cutting, grinding, drilling, sanding, use of varnishes or glues, etc. Before such activities are started, the UCD SIRC Office must be contacted in order to assess the need for fire alarm isolation.

Persons bringing contractors onto site should inform them that any interference with a fire alarm system, including the covering of smoke detectors by any persons other than UCD SIRC personnel, is strictly prohibited and contractors will be dealt with severely by the University if they engage in this activity.

In situations where construction work is being carried out then there are significant legal duties placed upon the client for whom the work is being undertaken. Relevant legislation defines construction work as including:

alterations, converting, fitting-out, commissioning, renovating, repairing, upkeep, decorating, maintaining, de-commissioning, demolishing, dismantling and assembling.

If you consider that the work for which you are engaging a contractor falls under any of these descriptions then you must contact the UCD SIRC Office for further advice. 

On occasion it will be necessary for contractors to enter into laboratories, workshops and similar type environments. In these instances the person for whom the work is being undertaken has a responsibility to ensure that the contractor is made aware of all hazards to which they may be potentially exposed and the measures that must be taken to ensure their safety, e.g. infection control for contractors working in a biologic laboratory. In some instances close supervision of the contractor will be required. 

Contractors must exercise extreme care when working in University laboratories and must wear any personal protective equipment in these areas as directed by University personnel.

Contractors must not enter any areas for which they have not been given prior approval and must not interfere with any substances or University equipment unless they have received prior approval.

Contact UCD SIRC Office

University SIRC Office, Roebuck Castle, University College Dublin, Belfield, Dublin 4, Ireland.
T: +353 1 716 8768 | E: sirc@ucd.ie