This guest post was written by Laura Lee, Media Manager at HiViz Safety.
Preparation is everything in Health & Safety and this is never truer than when completing Pre-Qualification Questionnaires (PQQs). This can be a daunting task especially if you need to complete several in order to secure work with a larger company or main contractor.
It may seem a very time consuming activity but it’s not difficult and the rewards can be great. So why are you asked for so much information especially if you are a small contractor simply looking for work?
Well let’s look at this from the clients’ point of view. What are they looking for?
- Price – although crucial it is not the only consideration,
- Professionalism – Someone who knows how to do the job properly and sort out any issues quickly and effectively,
- Competency – Someone who can do the job to a high standard,
- Quality – the service or product just when and how they want it,
- Consistency – the right service or product – every time,
- Co-operation – the ability to work with others,
- Environment – not having any significant adverse effects,
- Safety – work carried out without unnecessary holdups such as untimely accidents, interventions by the enforcing authority (e.g. HSE) or costly property damage.
Clients need to know that their suppliers of goods and services are competent and can deliver effectively and on time. You may not be the only supplier wanting to do the work.
For the Health & Safety element of the PQQ the client will be looking for some key factors:
- Safety Policy – This should carry three elements:
- A signed Policy Statement – outlining your main aims,
- The Organisation and Responsibilities for Health & Safety – who is responsible for what,
- The Arrangements – explanation of how you will control all the Health & Safety elements of your programme.
- Risk Assessments. These will show:
- The significant hazards of your work,
- Who will be affected by your activities/services/products,
- What controls you have in place to minimise risk (including Information, Instruction and Training),
- Any further actions you will take
- Method Statements/Safe Working Procedures – how you intend to do the work methodically and safely.
- Training – showing that all those taking part on your behalf are competent.
- Consultation – how you will consult with your team and others on Health & Safety matters e.g. Safety Meetings, Tool-Box Talks, etc.
- Health & Safety Advice – having access to Competent Health & Safety advice. This can be someone internal or having an external source such as a Competent Consultant/Advisor like HiViz Safety that you can call upon if you have a question or need to know how to do something safely.
- Monitoring – showing that you monitor Health & Safety by Workplace and Document Inspections, Task Observations, Auditing, Accident Investigations, Near Misses, etc.
- Accident Records – how you have done in the past
- Documents – being able show that you actually do what you say you do in records such as Maintenance of equipment, machinery, processes, procedures, manuals, etc.
It is essential that you keep all your records, documents, risk assessments, method statements and training up-to-date. So, you will need a system that will help you do that. By spending some time in preparing for the PQQ’s it makes it so much easier to present the client with exactly what they’re looking for making it easier for them to choose you!
About HiViz Safety
HiViz Safety is an online tool that enables businesses to easily create H&S, Employment Law and other essential policy documents including risk assessments, method statements, H&S policies, accident reports and more. Based in Lincolnshire in the United Kingdom, the HiViz Safety team offer extensive practical knowledge, expertise and experience in the field of H&S.