Construction Client Brief

Pre-Tender Site Meetings and Health & Safety Considerations

pre-tender site meetings ensure contractors understand project risks and requirements
before bidding. These meetings involve reviewing the baseline risk assessment, H&S
specifications, and procurement conditions to align expectations and reduce hazards.

Regulation 5 of 2014 mandates that clients include an H&S specification in tender

documents. From our interview with our Health and Safety Officer, site inspections and
tender clarification meetings play a crucial role in ensuring contractor awareness. "The
process involves a tender clarification meeting where the scope of works is discussed, and
documentation is shared, including the baseline risk assessment and BOQ. Contractors are
required to submit deliverables such as qualifications of key personnel, Method Statements,
and specifications on hardware." These meetings help assess bidders' ability to comply with
safety standards and mitigate risks before work begins.

Pre-Qualification of Principal Contractors in Terms of H&S

pre-qualification ensures contractors are competent in implementing safety measures,

complying with regulations, and managing risks. A structured pre-qualification process
allows clients to filter out contractors who fail to meet essential safety criteria.

Regulation 5 of 2014 requires contractors to include H&S costs in their tenders and
demonstrate competencies and resources. Our interview with our Health and Safety Officer
highlighted that pre-qualification involves a supplier vendor evaluation system assessing
H&S policies, past safety performance, qualifications, and environmental compliance. "The
system used is called Active, and it includes a supplier vendor evaluation with criteria such
as financial stability, BEE requirements, and health and safety systems. Contractors are
evaluated based on their ability to provide technical support, quality of products, competitive
pricing, and compliance with environmental regulations." The system categorizes suppliers
by spend, with periodic reviews to ensure compliance.

Evaluating Tenders

evaluating tenders should include a thorough review of contractors’ H&S plans, equipment
safety specifications, and risk assessments. This ensures that selected contractors have
effective systems to manage site safety and mitigate risks.

Regulation 5 of 2014 requires approval of the principal contractor’s H&S plan before work
begins and grants clients authority to halt unsafe activities. Our interview with our Health and
Safety Officer emphasized that the evaluation process involves engineering, procurement,
and H&S quality. Contractors must provide technical data, safety plans, baseline risk
assessments, and method statements. "The system also includes a health and safety
section, where contractors are evaluated based on their incident rates, health and safety
systems, and compliance with regulations. The system scores contractors based on these
criteria, and reviews are conducted based on the spend category." The evaluation process
ensures safety remains a top priority in contractor selection.

Site handover

Site handover is the formal process where the construction site is transferred from the client
to the contractor, ensuring all relevant health and safety (H&S) concerns are addressed.
During this phase, all designers must be present to highlight site-specific risks related to their
disciplines. Key aspects include restricted access from public roads, potential hazards in
brownfield projects, and health risks from nearby facilities such as sewage treatment plants
or nuclear power stations. Additionally, existing underground and overhead services, such
as electricity, gas, water, and sewage, must be identified to prevent accidental damage. The
condition of any existing structures that need to be demolished or altered is also assessed to
ensure safe execution of the project.

Working Drawings

Working drawings provide detailed technical specifications and instructions for construction
activities, ensuring safety and compliance with regulations. These drawings must clearly
indicate any raw risks that could not be eliminated, as well as residual risks that workers
should be aware of. They should also include references to relevant design and construction
method statements to guide safe execution. By incorporating these elements, working
drawings help mitigate hazards and ensure that all construction activities adhere to proper
safety standards, ultimately reducing risks associated with design flaws or
misinterpretations.

Site inspections

Regular site inspections play a crucial role in maintaining construction safety by identifying
and addressing hazards before they escalate into serious issues. These inspections allow
employers to engage with workers, understand site conditions, and ensure that agreed-upon
safety improvements are implemented. They also help verify compliance with H&S laws,
assess the causes of workplace incidents, and document all necessary safety information.
Inspections serve as an early warning system for potential risks, ensuring corrective
measures are taken promptly. Additionally, findings from these inspections contribute to the
evaluation and refinement of the overall H&S policy, reinforcing the importance of
maintaining safety standards across all construction activities.

Project progress meeting

Project progress meetings provide a structured platform for monitoring H&S performance
and addressing safety-related challenges throughout the construction process. Clients, as
key stakeholders, actively participate in these meetings to ensure that safety protocols are
being followed. Discussions typically focus on leading and trailing safety statistics, accident
reports, and audit findings. Additionally, any hazards originating from the design process that
are encountered during construction are evaluated, along with the safety and resource
implications of design or construction changes. These meetings also ensure proper
management and updating of the H&S file, which is critical for documenting compliance and
ensuring accountability in safety procedures.

Site meeting

Site meetings serve as essential communication forums to ensure daily and weekly
compliance with H&S regulations. These meetings involve project managers, supervisors,
and workers discussing project progress, hazard identification, and safety protocols. Key
topics include reviewing incidents, enforcing PPE requirements, and making necessary
adjustments to work schedules to enhance safety. By fostering collaboration among all
stakeholders, site meetings help reinforce a culture of safety, ensuring that all potential risks
are addressed proactively. They also provide a platform for addressing immediate concerns,
implementing control measures, and maintaining an organized and hazard-free construction
environment.