Sub-Contractor Questionnaire Guidance

If you are looking for Approved Sub-Contractor Status with one of our clients, you will have received a four page questionnaire and instructions to visit our website for guidance.  

Here is our guidance to completing the questionnaire.  If you still require assistance, please do not hesitate to use the contact form below and we will get back to you within 48 hours.


Guidance For Sub-Contractor Questionnaire Completion


Sub-Contractor Details Section

Briefly describe the nature of the work you typically undertake.

Briefly describe the experience your company has in this type of work. An obvious test of competence is if the sub-contractor has carried out this type of work before.

Section 1

Describe your policies for Health and SafetyInclude general policy and general safety management organisation, responsibilities and arrangements.

Check, is it up to date and signed by the senior director? Is someone in the organisation responsible for the safety arrangements in the company? Small companies (below 5 employees) may not need a comprehensive written policy and arrangements, a simple signed declaration of health and safety policy may be all that is required.

Section 2

Describe your training arrangements.

All persons set to work in the construction industry must have basic site health and safety training.  Please provide proof of training for the personnel you anticipate using on the contract.  Please also include relevant plant operator licences including Cherry Pickers as well as forklifts and excavators if applicable.

Section 3

Have you experience of undertaking risk assessments on housing/construction projects?  If so, please provide your generic risk assessments.

If the sub-contractor is unable to demonstrate an ability to carry out risk assessments, then either he is unfit to work for us or we can take the responsibility for carrying out the assessments, communicating them to the workforce and supervising the work to ensure the arrangements are effective.  There may be risk assessments available for small companies who we have worked with in the past and know to be fundamentally competent, but may require help with the health and safety paper work side of their business.  Alternatively, training courses are available in the market place to train sub-contractors in the CDM Regulations and undertaking risk assessments. 

Section 4

How do you typically communicate the control measures arising from your risk assessments to your employees or those people under your supervision?

A tool box talk is the most commonly used approach.  Please provide examples of two relevant toolbox talks and a register of who received the training.

Do you record such communications?  If so forward/describe your typical recording format.

It is a legal requirement to maintain records of assessments and their communication for review in light of ill health or an accident, which might be attributed to the work activity.  If the sub-contractor keeps records, then we would like him to, promptly forward a copy of those relating to the project.  

How do you typically communicate risk assessment information to a principal contractor?

The transmittal format needs to be agreed in the pre-start meeting /contract.

Section 5

Have you ever needed to provide health surveillance for your employees following a risk assessment?  If so, please describe.

It is a legal requirement to provide health surveillance for employees where a risk assessment shows that there is a risk to the health of any employee exposed to that risk.  For example asbestos removal operatives may require chest x-rays periodically.

Section 6

Do you have arrangements for monitoring compliance with health and safety legislation If so, please describe.

Ignorance of the law is no defence.  Regulations are continually changing.  Do you employ a company safety advisor who inspects your work on site (or consultant), if so give details.

Section 7

Do you keep accident records?  If so, please forward your performance record for the last 2 years.

A measure of competency is whether the company tries to improve its safety performance each year.  It can only do this if it keeps records of accidents.

Section 8

Have you been prosecuted in the last 2 years for a breach of Health and Safety or environmental legislation?  If so, please forward details.  Have the Health and Safety Executive served you any enforcement notices (improvement or prohibition) in the past three years?

The test here is not so much that we fail companies that have been prosecuted, but has the company learnt from the experience?  It might be helpful during the post tender interview to ask what measures have been adopted to prevent a similar occurrence happening.

Please return your completed questionnaire and supporting information for the attention of “Supplier Approvals” at Infinite Safety Ltd.  The full address is on page 1 of your questionnaire.

If the above guidance has not answered your questions, please use the form below to detail your query and we will get back to you as soon as possible.