Document Control
Version Review Date Reviewer Initials
Changes to: (additions - replaced - removed)
V2.07-2025 2024-2025 EZ, AE, and each Business Unit’s Senior Management. A full original document review and updates.
OUR AIM
Only utilise contractors who demonstrate a level of commitment to and comply with Health, Safety and Environmental standards commensurate with those of Tingdene Group.
POLICY SCOPE: This policy refers primarily to contractors that are to be contracted on behalf of Tingdene Group to complete works on any Tingdene Group site. Each contractor must go through the Approved Contractor process as outlined in this policy before commencing any works.
This policy may also be adapted for use if any Tingdene Group Business Unit has a local requirement to verify any ‘owner contractors’ who are directly contracted by an owner to complete works on their behalf, such as a holiday home or boat owner. In all cases a comprehensive list will be made of all contractors that attain approval through the process outlined in this policy.
POLICY: The management of those appointed to undertake contracted works for Tingdene Group are integrated into the company’s safe systems of operation.
Approved contractors are expected to abide by our policies and ensure best practice is applied at all times.
Tingdene Group acknowledge that many contractors provide skills and services which often require those undertaking the works to have gained competency qualifications. Tingdene Group has a duty to ensure that those contracted are competent and capable of undertaking the work schedule that has been issued.
Those appointed as a contractor, via their own policies, have a duty of care to ensure that their employees or those appointed as sub-contractors follow safe systems of works and are competent and qualified to undertake the tasks they are set.
To ensure that Tingdene Group meets its commitment to only utilise contractors that demonstrate a level of commitment to and comply with Health, Safety and Environmental Standards, it operates a policy that requires contractors to be approved by each Business Unit on an annual basis prior to any works being undertaken.
Each contractor is required to complete an Approved Contractor Application Form (Appendix 1) and submit it to Tingdene Group. Works may only commence once the contractor has become approved.
The Approved Contractor Application process ensures that Tingdene Group are in possession of and are able to ascertain the competency levels of the contractor prior to works being undertaken.
The Application process is separated into the following categories:
• Contact Details and General Information
• Specialisation / Trade
• Trade Qualifications / Competence
• Health & Safety
• Payments
• Connected Person(s), affiliates and associates
• Declaration
The Application process ensures that Tingdene Group capture important data and documentation such as Public Liability Insurance, Specific Trade Qualifications and all other relevant Health & Safety Documentation.
Once an application has been approved, a standard approval letter and Contractor Information (Appendix 2) will be sent to the contractor confirming the company’s acceptance and ongoing requirements.
Tingdene Group remain committed to implementing and reviewing its Approved Contractors management process.
NAME OF COMPANY:
ADDRESS:
CONTACT NAME:
CONTACT NUMBER:
EMAIL:
DATE:
Re: Becoming an Approved Contractor
Further to your recent communication with us, please find attached an Approved Contractor Application form which will need to be completed and returned to us in order to become a Tingdene Group approved contractor.
We would also need to receive copies of the following:
• All relevant credentials (i.e, Gas Safe, CSCS cards, etc)
• Public Liability Insurance
(Minimum £5,000,000 - small businesses with less will require signed Director Approval)
• Employers Liability Insurance (if applicable)
• COSHH Assessment for any hazardous substances you may use on a Tingdene Group site
Further documentation may be required upon approval, we will write to you under separate cover. If you have any further queries regarding this matter, please do not hesitate to contact us.
APPROVED CONTRACTOR APPLICATION FORM
WHAT INSURANCES DO YOU HOLD?
Please provide copies of the insurance pages detailing
5.2 PLEASE PROVIDE THE NAME OF THE H&S CO-ORDINATOR FOR YOUR COMPANY OR THE H&S COMPANY YOU USE?
*We reserve the right to request copies of the above documents at any time if not provided.
REFERENCES:
Please provide three names, addresses and telephone numbers whom we can contact in respect of work previously undertaken by you. (Where possible at least one reference should be a construction professional i.e. Surveyor/ Architect or Engineer.)
Please disclose in the space provided whether you are a connected person, associate or affiliate of an employee, Director or Shareholder within Tingdene Group.
A connected person includes husband, wife or civil partner, children and/or step-children, parents or parents of your partner. An associate or affiliate refers to being linked or connected to an individual or an organisation. Involvement with an external business is defined as a situation in which the Director or connected person(s) holds in excess of 10% of the equity/voting rights in that company or other appointments i.e. Trustee, Local Authority Membership, Advisor etc. 7. CONNECTED PERSON(S), AFFILIATES AND ASSOCIATES
DECLARATION
8.1 I can confirm that the information I have supplied is accurate to the best of my knowledge and I undertake to notify Tingdene in writing if there if is any change to the information supplied.
SIGNED:
NAME
DATE:
LIST OF DOCUMENTS REQUIRED:
Copy of Insurance Documents: 1) Public Liability
Copy of CSCS 2) Employers
SENT FOR ADDITIONAL REVIEW AND OR APPROVAL (✔) (PL insurance less than £5,000,000 requires Director sign off)
Final Approval by: (If different from the reviewer)
SIGNATURE: (Can be electronic signature)
NAME OF COMPANY:
ADDRESS:
CONTACT NAME:
CONTACT NUMBER:
EMAIL:
DATE:
Re: Approved Contractor - Confirmation
We write to confirm that your application to become an approved contractor for Tingdene Group has been successful.
Your approved contractor status will remain for one year from the date of this letter unless otherwise advised.
It remains your responsibility to ensure that we are provided with up-to-date copies of all relevant documentation (i.e, insurance and certification renewals) at all times during your approved contractor period.
There will be a requirement for you to provide specific documentation in relation to certain projects; this may include Risk Assessments, Method Statements, applicable Permits to Work, or any other safety information. If further documentation is required, we will write to you under separate cover.
You are obliged to provide us with the information we request prior to the commencement of any works. Tingdene Group reserves the right to delay, prevent or cancel the commencement of works where Risk Assessments and/or Method Statements have not been provided prior to the proposed works commencement date.
Tingdene Group will not be held liable for any costs incurred or losses in the event of works being delayed, prevented or cancelled in the event of non provision of Risk Assessments and Method Statements.
Whilst undertaking works you are required to abide by our Health & Safety Policies and Risk Assessments. It is not unusual for us to request that works be undertaken whilst our sites are in operation, this means that there may be members of the public in and about the project area.
It remains your responsibility as an approved contractor whilst visiting and or completing any works at any Tingdene Group location to; abide by that site’s Health and Safety Policy Rules, always work in a safe manner in line with your own Health and Safety Policies and Risk Assessments, take all reasonable precautions, and ensure any work areas remain safe at all times so as not to pose a risk to your operatives or any others onsite.
Your invoices should be submitted to the applicable site;
Our payment terms are 30 days end of month from the date that we receive your invoice.
It remains your responsibility to ensure that you, your employees and any other contractors that may work on your behalf must follow our site rules at all times. Should the site rules be breached, we reserve the right to revoke your permissions to work on our sites with immediate effect.
Tingdene Group operate a contractor registration system which may differ across sites. Please ensure you speak to your Tingdene Group representative and follow the instructions for registration of arrival and departure. All contractors are required to wear a hi-viz when on a Tingdene Group site.
The safety of your employees remains your responsibility. We do, however, expect you to bring to our attention any matter, incident or practice that you witness or are asked to undertake, if you believe it may put you, your employees, the general public or our employees at any risk or danger.
Please note, Tingdene Group have not undertaken an asbestos check on each individual privately owned property. It is advised, prior to any works commencing, that you ensure there is no asbestos present and the correct precautions are undertaken should there be any.
Important Notice
If you are undertaking work at Humberston Fitties Chalet Park, please note this is a conservation area, meaning only approved plans and materials may be used. Please speak to your designated contact before works take place.
We would like to take this opportunity to thank you for supplying us with the information we have requested.
Should you require any further information, please do not hesitate to contact our site office.
Yours sincerely,
NAME:
LOCATION:
POSITION:
BUSINESS UNIT:
CONTRACTOR INFORMATION
Please find below information that may be of use to you while working at a Tingdene Group site.
ARRIVAL
All Contractors are required to comply with Tingdene Group’s on-site registration process (such as reporting to reception, signing a visitors register or digital sign in and sign out protocols). If not already aware, please check with your Tingdene Group contact as to your specific on-site registration process.
KEYS
Any keys must be signed for, returned and signed back in at reception.
SPEED LIMIT
Please ensure all contracting staff adhere to the sites speed limit and traffic calming measures.
Please always give way to pedestrians in the road.
PARKING
Please park only in designated vehicle parking areas.
All access roads must be kept clear at all times for pedestrian access and emergency vehicles.
SMOKING
We operate a ‘No Smoking policy’ in all buildings on site. Please also observe any ‘No Smoking’ signs in external areas such as around gas and fuel facilities.
FACILITIES
Contractors are expected to provide their own welfare and first aid facilities and any other facilities required by CDM regulations.
Toilet facilities may be provided on some Tingdene Group sites, please confirm with the Tingdene Manager if they are available for contractor use. Note permission may be revoked if the facility is not kept clean and tidy after use. A basic First Aid Kit will generally be available during office hours where there is an office reception on-site.
FIRE ACTION
Please ensure you and your employees familiarize yourselves with the sites ‘Fire Action Notice’ while on-site, the means of raising an alarm and the location of the assembly points. In the event of any emergencies and incidents while on-site, please advise management.
WASTE
Please remove all waste arising from the work activity you are carrying out on site and dispose of it appropriately.
PPE (PERSONAL PROTECTION EQUIPMENT)
Please note, the wearing of high visibility clothing (i.e. hi-vis vest) is mandatory while on-site. All other PPE as designated by your risk assessment should always be worn.
THANK YOU FOR WORKING SAFELY AND RESPONSIBLY AT ALL TIMES