Contractor / Subcontractor Scope of Works, Standards and Site Requirements

1. Purpose

This document forms part of the contractual agreement between [Your Company] (“the Client”) and [Contractor/Subcontractor Name] (“the Contractor”) and sets out the minimum standards, workmanship requirements and site expectations applicable to all works undertaken on behalf of the Client.

Acceptance of an order, subcontract, purchase order or commencement of works constitutes acceptance of these requirements.

2. General Standard of Workmanship

The Contractor shall:

• Complete all works using competent, suitably qualified and experienced personnel.
• Execute all works with reasonable skill, care and diligence and to a standard expected of a specialist contractor within their respective trade.
• Ensure all work complies with:
• Current Building Regulations.
• Fire Safety Regulations.
• RPA Requirements under IRR17
• Relevant British Standards.
• Care Quality Commission Guidelines.
• HTM01-05.
• Applicable Codes of Practice.
• Manufacturers’ installation requirements.
• Health & Safety legislation.
• All project drawings, specifications and written instructions issued by the Client, including any detail held on external design platforms.
• Deliver work that is complete, fit for purpose and free from defects.

No work shall knowingly be left incomplete, unsafe or below acceptable industry standards.

3. Quality Expectations

The finished works shall:

• Be level, plumb, square and true.
• Be cleanly finished with neat joints and consistent alignment.
• Be free from damage, scratches, dents, chips or staining.
• Match surrounding finishes where alterations have been undertaken.
• Be suitable for occupation within a clinical healthcare environment, in accordance with HTM01-05.

Visible workmanship shall be of a standard that would be considered acceptable without remedial decoration or correction.

4. Healthcare Environment

The Contractor acknowledges that works are undertaken within dental healthcare premises.

Accordingly, the Contractor shall:

• Minimise disruption to staff, patients and neighbouring occupiers.
• Maintain a clean and organised working environment.
• Prevent unnecessary dust migration.
• Protect existing finishes, furniture and dental equipment.
• Maintain appropriate hygiene standards.
• Secure all tools, plant and materials away from surgical and public accessible areas.
• Comply with any infection prevention procedures, practice policies and site-specific requirements notified by the Client.

5. Protection of Existing Property

The Contractor shall adequately protect:

• Floors
• Doors
• Windows
• Walls
• Ceilings
• Furniture
• Dental equipment
• Existing finishes
• Adjacent occupied areas

Any damage caused by the Contractor, its employees, agents or suppliers shall be made good at the Contractor’s sole cost to the reasonable satisfaction of the Client.

The contractor shall report immediately any inherent building issues, including, but not limited to, floor levels, wall and ceiling condition, damp, vermin and subsidence.

6. Coordination

The Contractor shall:

• Nominate a dedicated site contact.
• Coordinate its works with all other contractors and trades working on the project.
• Notify the Client immediately, in writing, of any conflict between drawings, specifications or existing site conditions.
• Not proceed where clarification is required.
• Cooperate fully with the project programme issued by the Client.

The Contractor shall not undertake any variations or additional works without prior written instruction from the Client.

7. Programme

The Contractor shall provide a detailed programme of works and further:

• Attend site on the agreed dates.
• Provide sufficient competent labour, supervision and resources.
• Complete the works within the agreed programme.
• Immediately notify the Client of any matter likely to delay completion.

Failure to maintain the agreed programme without reasonable justification may result in the Contractor being liable for any additional costs reasonably incurred by the Client, where recoverable under the contract.

8. Materials

All materials supplied shall:

• Be new unless otherwise agreed in writing.
• Be fit for their intended purpose.
• Be of satisfactory quality.
• Comply with all relevant British Standards.
• Be installed strictly in accordance with the manufacturer’s recommendations.

No material or product specified by the Client shall be substituted without the prior written approval of the Client.

9. Health & Safety

The Contractor shall:

• Comply with the Construction (Design and Management) Regulations 2015.
• Provide suitable Risk Assessments and Method Statements where requested.
• Maintain all appropriate insurances.
• Ensure all operatives are competent, suitably trained and appropriately qualified.
• Wear appropriate Personal Protective Equipment (PPE).
• Maintain a safe working environment at all times.

10. Site Conduct

All personnel shall:

• Behave professionally and respectfully at all times.
• Treat the Client, practice staff, patients and visitors courteously.
• Not consume alcohol or illegal substances within the premises or the surrounding grounds, and not be under the influence when on site.
• Not smoke or vape within the premises or the surrounding grounds.
• Not play loud music.
• Use appropriate language and conduct.
• Keep welfare facilities clean and tidy.
• Park only in authorised locations.

11. Housekeeping

The Contractor shall:

• Maintain a clean and tidy working area throughout the project.
• Remove all waste materials from site daily unless otherwise agreed.
• Store tools and materials safely and securely.
• Leave the site clean and ready for occupation upon completion.

No trade waste shall be left for removal by others unless expressly agreed in writing by the Client.

12. Inspection and Defects

The Client reserves the right to inspect the works at any stage.

Where workmanship or materials are considered defective, incomplete or below the required standard, the Client may require the Contractor to:

• Rectify the defects without delay.
• Remove and replace defective work.
• Re-attend site at the Contractor’s own expense.

Should the Contractor fail to rectify such defects within a reasonably agreed period, the Client may appoint others to complete the remedial works and recover all associated costs from the Contractor.

13. Practical Completion and Final Payment

The Works shall not be deemed to have achieved Practical Completion until all of the following requirements have been satisfied to the reasonable satisfaction of the Client:

• All contracted works have been fully completed in accordance with the Contract Documents.
• All testing, commissioning and verification procedures (where applicable) have been successfully completed.
• All statutory certificates, warranties, guarantees, operating manuals, record drawings and other required documentation have been provided to the Client.
• All defects, omissions and snagging items identified by the Client have been rectified.
• All surplus materials, waste, tools and temporary works have been removed from site.
• The Works and all affected areas have been thoroughly cleaned and left ready for immediate occupation.
• The Client has issued written confirmation that Practical Completion has been achieved.

For the avoidance of doubt, the Contractor shall not be entitled to receive final payment until Practical Completion has been achieved in accordance with this clause and all contractual obligations relating to completion have been fulfilled.

Where any items remain incomplete, defective or outstanding, the Client may defer certification of Practical Completion and the final payment shall not become due until such items have been completed or remedied, unless otherwise agreed in writing by the Client.

14. Warranty

The Contractor warrants that all workmanship shall remain free from defects arising from faulty workmanship for a minimum period of twelve (12) months from the date of Practical Completion, or such longer period as may be required under the contract.

The Contractor shall promptly return to site and rectify any defects at its own expense.

15. Insurance

The Contractor shall maintain throughout the duration of the works:

• Public Liability Insurance with a minimum indemnity of £5,000,000 (or such other amount specified by the Client).
• Employers’ Liability Insurance where required by law.
• Professional Indemnity Insurance where applicable to the services being provided.
• Any specialist insurance appropriate to the works being undertaken.

Evidence of insurance shall be provided upon request and prior to commencement of the works.

It is strongly recommended that sufficient insurances are in place for all tools, plant and equipment. No responsibility for loss or damage will be accepted by the premises owner.

16. Acceptance

By accepting the Client’s purchase order, subcontract, instruction to proceed or by commencing the works, the Contractor confirms that it has read, understood and agrees to comply fully with these Contractor / Subcontractor Scope of Works, Standards and Site Requirements.

It must be noted that these instructions and requirements apply to any contractor that you instruct to attend site and that it is your sole responsibility to ensure compliance and adherence.

Failure to comply with these requirements may constitute a breach of contract and may result in suspension of the works, withholding of payment to the extent permitted under the contract, recovery of all reasonable remedial costs incurred by the Client and/or termination of the appointment.