Free Contractor Questionnaire Template

What is contractor selection?

When selecting contractors a number of factors should be considered:

• The skills and competence necessary to complete the task.
• The suitability and effectiveness of contractors’ Safety, Health and Welfare Policy Statement and documentation.
• Provision of Public and Employers’ Liability Insurance documentation.
• Evidence of membership of a relevant trade organisation, when applicable.
• The contractors’ experience in the type of premises where they will be working and the nature of the job.
• Evidence that the contractor only employs individuals who are skilled, experienced, trained and deemed competent to carry out their tasks and their policy on engaging sub-contractors.
• Evidence of any approved contractor or quality assurance systems.
• Previous safety record, in particular any Enforcement Authority actions or reportable incidents or injuries.
• Recommendations or references from previous employers.

Why do employers need a contractor questionnaire form?

When selecting contractors, it is important to ensure adequate risk management and due diligence. A contractor questionnaire form is an essential tool to evaluate a contractor’s competence, whether they are suitable for the job that is required and whether they comply with legal and safety standards before they start the work.

Having a questionnaire form also allows for transparency between client and contractor on the scope of work.

The contractor questionnaire form looks at key elements such as:

• Supervision and monitoring:  Who is the responsible person.
• Competence and training: What accreditation and safety schemes have been achieved.
• What health and safety policy is in place.
• Risk management.
• If asbestos is present in the building.
• How many injuries and accidents have been reported.
• Type of work being carried out.
• Type of equipment.

Our team have created an expert contractor selection form for you to download and use in your business. Access your free contractor questionnaire template now.

Is it a legal requirement to have a contractor selection process and questionnaire form?

Employers have a legal responsibility to go through the contractor selection process, both within procurements and construction under the Construction (Design and Management) Regulations 2015 (CDM).

The contractor questionnaire form ensures the contractor is compliant with industry specific regulations such as the CDM. Employers must select contractors who are competent and have the relevant health and safety expertise to carry out the work. The selection process including vetting experience, going through safety policies, performance records, training and checking for essential membership.

For the effective discharge of duties by both client and contractor there must be co-operation between the parties.

Clients and contractors need to share information about the hazards that each creates and the methods used to reduce the risks to an acceptable level. They need to have agreements and arrangements in place to enable both to meet their obligations, one to the other.

In law, the client has an overarching responsibility for managing health and safety on their site and can be held responsible for contravention by a contractor if they permit or allow unsafe working practices to take place.

How do I know when to process a contractor questionnaire form?

When considering and initiating tenders in the procurement stage: Contractor questionnaires should be used firstly to vet and filter suppliers, creating a shortlist of competent contractors. This includes ensuring they are compliant with the CDM regulations, and they are financially suitable.

When considering new projects: employers need to ensure they have gathered all relevant documents, to make the appropriate considerations, such as verifying contractors with the HMRC for the Construction Industry Scheme before processing any payments.

When conducting annual audits: For any updates, employers need to consider a contractor’s current financial standing, insurance, health and safety policies and what additional training and certifications have been achieved. This is to ensure ongoing compliance with CDM regulations and implementing the control measures and carrying out risk management. Employers need to ensure they maintain an approved supplier list.

Additional elements in the contractor selection process and questionnaire form should include ensuring contractors have environmental and social responsibility, subcontractor management and many more.

Download your free contractor questionnaire template now

When selecting contractors for your business, it's important you choose the right one for the job required - this is where a contractor selection form comes in. This can be used to ensure the right contractor is selector for the work required.

Our health and safety experts have put together a free contractor questionnaire form for you download and use in your business. Access your free contractor selection form now.

If you need any further advice or have any other health and safety questions, we are here to help. Contact our expert Health & Safety advice team today.

Peninsula clients also get access to 24/7 Health & Safety consultation for workplace Health & Safety requirements. And if you are not yet a client, you can still enjoy free advice from one of our business experts. Simply call us on 0800 158 2313.