VENDOR REGISTRATION FORM SUBCONTRACTORS AND CONSULTANTS

VR15 - August 2015 Issue 5

VENDOR REGISTRATION FORMSUBCONTRACTORS AND CONSULTANTS

The details below must be completed before issuing the questionnaire to the Subcontractor.

All sections of the questionnaire must be completed and the documents requested returned with the form to the address shown above.

(13 Pages in total)

Referred by

Print Name:

Position:

Address for return:


VENDOR REGISTRATION FORMSUBCONTRACTORS AND CONSULTANTS

Where we request copies of manuals, policies etc. We would be pleased to accept these in electronic format.

Please provide a maximum of two key contacts. Contact numbers may include mobile telephone, and/or personalised e-mail addresses – First named contact MUST be a principal Partner or Director.

Principal Partner/Director

Email Postcode

Please specify whether you are trading as:

Company DetailsSection A:

Partnership

Registered/Payee name (For Payments)

Trading Name

Limited CompanySole Trader

Address (For Payments/Remittances) - List other offices etc on a seperate sheet

Department

Department Telephone Fax

Telephone Fax

Name Position with Company Telephone

Year Founded Company Turnover for last financial year

Parent Company Name Subsidiary Companies (if applicable)

(13 Pages in total)


1. Have you registered under the Constructor Industry scheme (CIS)?

2. If you are a subcontractor and believe you are outside the scope of CIS, please provide documentary evidence to support this

3. Where you are registered under CIS please provide the following details:

(i) Authorised User Name

(ii) Acting for (where appropriate)

(iii) Trading as (if applicable)

(iv) Unique Taxpayer Reference

(v) NI or Company Registration Number

4. Please provide a copy of either your original CIS card or your new Subcontractor Registration Notification.

5. Including yourself how many employees are there in your company?

6. Are you CITB Registered? (If yes provide details)

7. Provide Company Registration number or National Insurance number if partnership/Individual

8. Confirm your VAT registration number

9. Please enclose documentary evidence of same i.e a VAT registration certificate or a blank invoice.

10. Please confirm settlement discount

11. We now pay by BACS & therefore will require you to complete the setup form on page 12. You should be aware we are unable to accept factoring arrangements of any kind. Factored accounts we define as any account where payment is made to a third party not subject to the contract between us, and this includes confidential factoring arrangements.

(13 Pages in total)

Section B: Financial Details

Section C: Health & Safety

1. Does your company have a Health and Safety Policy? If yes, please provide a signed current copy of the policy. Your policy must include the arrangements which you have made for putting the policy into effect and for discharging your duties under CDM 2007. (an electronic copy of the policy is preferred).

2. Does your company have systems to identify significant Health and Safety risks and how they will be controlled? Please provide a completed sample risk assessment and subsequent method statements.

3. Please confirm that you will adhere to both Lovell Health & Safety Policies and, where applicable, comply with any project specific requirements requested by our Site Management to ensure the Health, Safety and Welfare of everyone on site is maintained.

4. Do you operate a documented safety management system, which is auditable? If yes, is the system in compliance with HSG 65, BS8800 or OHSAS 18001? Enter detail here:-

5. What is your company’s source of professional Health and Safety advice? Please provide the name and competency details of the source of advice, for example in house, a safety group, trade federation or consultant.

Name Position/Organisation Qualifications/Competency details

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

%

YES/NO

YES/NO

YES/NO

YES/NO

VR15 - August 2015 Issue 5 (13 Pages in total)

6. Does your company encourage and provide proactive Health and Safety training? Please provide supporting evidence including certificates of attendance, tool box talk records, training matrixes or other documentation.

7. Do you operate a safety monitoring system? Please provide evidence of monitoring, audit and review in the form of examples of recent monitoring, the management response and copies of site inspection reports including, where applicable, gas and electrical documentation together with the percentage of inspection carried out.

8. Do you operate a system of workforce involvement? Provide examples of how consultation is carried out and any records of health and safety committees where applicable. For those employing less than five people, please describe how you communicate with your Employees and Subcontractors to achieve the consultation required.

9. Do you have appointed safety representatives within your work force? e.g the NICEIC and Gas Safe organistations.

10. Is your company a member of any group, body, organisation, trade association or similar which promotes or has involvement in health and safety matters? If so please provide details below, including names and nature of involvement.

11. Lovell has a legal obligation to establish that our supply chain has the relevant competence, skills, training and resource levels to ensure our projects are safe places to work. To this end we require that you demonstrate to us that the management of your company can prove these abilities whether for Health and Safety, CDM or environmental issues. This can be evidenced in a number of

ways, i.e. a. Training records/matrixes c. Personal Statements b. Brief Curriculum Vitae d. Certification (for individuals or representative samples) We would expect as a minimum that you provide details for Managing Director/Proprietor,

Senior Managers, Site Supervisors, Safety Advisors and persons responsible for design. Your response to this question should be appended to the completed document. Please tick to confirm response

12. Give details of the number of incidents suffered by your employees, members of the public or others as a result of your works in the past 3 years;

13. During the last five years have you or any of your operatives received or been subject to any of the following from either the HSE or other official body:-

Provide specific incidents details on a separate sheet.

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

Name Involvement

Name

Fatal AccidentsSpecified InjuriesOver 7 Day AbsenceDangerous OccurencesReportable Diseases

Year: Employees Public Others



How manyProsecutionProhibition NoticeAny other Notice (please specify)Field Operations DirectorateLetter of Criticism


Section D: Construction Skills Certification Scheme (CSCS)

Section E: Environmental

Lovell is a member of the MCG (Major Contractors Group) and as such requires ALL Supervisors and Operatives working on our site to hold an appropriate skills card (CSCS) at all times.

Please answer the following questions:-

RoleSite SupervisorsSite Operatives

No. currently employed? No. with CSCS cards? No. without CSCS cards?

The following Organisations are affiliated to CSCS and their cards are also acceptable:-

• ACAD (Asbestos Control and Abatement Division)• BES Scheme (Building Engineering Services)• CSR Construction Skills Register (N.Ireland)• Demolition Operatives Scheme-CITB• SKILL card Engineering Services – (Heating and Plumbing)• EITB/EMTA (electrical/lifts etc)• FASET (Safety not rigging)• IRATA (Independent Rope Access & Personal Suspension)• IPAF Internal Powered Access Federation• ECS JIB Electrotechnical Certification Scheme• JIBPMES Joint Industry Board for Plumbing • Scottish & Northern Ireland joint Industry Board for Plumbing

Please check the CSCS website to obtain the most current list of affiliated schemes

1. Do you have an Environmental Policy? If yes include the full policy, preferably as an electronic document.

2. Do you operate an Environmental Management System (EMS)? If yes, is this compliant with ISO 14001? Please include a copy of your certification for our records

Where you operate an Environmental Policy/Management System please confirm who in your organisation takes responsibility for environmental matters.

3. Please confirm whether you have been subject to an environmental prosecution or section 60 notice in the last 3 years. If yes please provide detail.

4. Waste Disposal Companies (or any business that handles waste arising from our site operations) should provide the following :- • Waste Carriers Licence • Waste Management Licence including all transfers stations, recycling centres and land fill sites to be used • Sample Waste Transfer Note • Waste Brokers Licence (if applicable)

5. If you intend to handle our waste please provide details of your experience in waste segregation and recycling, together with current figures on the total amount of waste you a) recycle and b) dispose to landfill

6. Do you hold chain of custody certification for timber supply in your companies own name? If yes please provide copy certificate and schedule.

Name Position Qualifications

If external advisor state company name

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

14. Does your company operate systems and procedures for investigating and reporting incidents, dangerous occurrences, near misses and occupational illnesses? Is this covered within your Health and Safety policy? If not please provide further evidence. YES/NO

YES/NO


1. Does your company have a Business or Quality Management System? If yes please include the full policy, preferably as an electronic document

2. If answering yes to 1, can you confirm that your systems complies with the requirements of an internationally recognised standard e.g. ISO 9001. (If yes please state which standard and enclose a copy of your certification)

Section F: Business/Quality Management Systems

YES/NO

YES/NO

Standard

3. In relation to equality and diversity, is it your policy as an employer to comply with your statutory obligations under equalities legislation which includes the race relations Act 1972 as amended by the Race Relations (Amendment) Act 2000, the Sex Discrimination Act 1972, the Equalities Act 2010 and the Disability Discrimination Act 1995 (which applies in Great Britain) or equivalent legislation which applies in the countries in which your organisation employs staff. Accordingly, is it your practice not to discriminate?

4. Does your policy also cover equality and diversity issues related to:

5. Lovell is committed to actively supporting and encouraging its Vendors to create and maintain an ethical chain for the procurement of goods and services.

In support of this policy all Vendors must:- • Comply with all relevant statutory regulations that relate to social and ethical matters. • Operate a zero tolerance regime to bribery or corruption by its employees and supply chain. • Support the principles of the Universal Declaration of Human Rights. • Take a responsible position with regard to fair trade and labour rights in their own

operations and through their supply chains, regardless of point of origin.

Any Vendor who proves to be in breach of the above will be removed from the Lovell approved list.

Please confirm you can support this policy

Under the CDM regulations a Designer is defined as any person who in the course of their business either prepares or modifies a design, or arranges for, or instructs someone under their control to do so. This includes requesting a third party Supplier or Manufacturer to create a design (for example floor beams, heating systems etc).

In practise ‘design’ responsibility is more widespread than traditionally understood, and in fact many of the Subcontractors and Suppliers we use, including for instance groundworkers, mechanical and electrical engineers, window suppliers, timber frame manufactures etc do have responsibilities under CDM.

We recommend that all our Supply Chain should take professional advice in this regard.

1. Does your company have an in-house design capability? If yes please detail the number and qualifications of staff. Number of staff Qualifications Details Attached

2. Does your company hold Professional Indemnity insurance? If yes, please state the level of cover and attach a copy of the policy certificate. Level of cover Copy of certificate attached

3. Do you ever sub-contract design? If yes, please list companies used in the last twelve months on a seperate sheet. List Attached

Section G: Design Capability

YES/NO

AgeSexual OrientationReligion and Belief

YES/NOYES/NOYES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO


4. Does your company hold Product Liability insurance? Level of cover Copy of certificate attached?

5. Where you are acting as designer, please confirm you understand your responsibilities under the CDM regulations.

6. Designers as defined under the regulations should provide details of their training and competency to fulfil their legal obligations.

7. Please answer the following questions in the space provided OR refer to documents attached.

a) How do you ensure that design hazards are eliminated and any remaining risks controlled? Give evidence/examples as part of your response.

(13 Pages in total)

YES/NO

Name Role/Position

YES/NO

YES/NO

CV/Qualifications Attached

b) How do you ensure co-operation and co-ordination of design works within the Design Team and with other Designers/Contractors? Give evidence/examples as part of your response.

c) How are changes to the design managed?


Lovell operate a policy of only accepting insurers for Public Liability and Employers Liability who meet a minimum criteria of an A minus Security rating as provided by Standard and Poor’s or Moody’s.Your insurance broker will be able to advise further. Please be advised that where you insure outside of our criteria we will not be able to trade with you, and should you change insurer at any stage and that insurer falls below the minimum A minus requirement it may affect both current and future orders from Lovell.

INSURANCEInsurance details (please attach an original copy of your certificates and schedules):-

Section H: Insurance & Licensing

Under the requirements of the Goods Vehicles (Licensing of Operators) Act 1995 you are required to hold an operators licence for ALL vehicles complying with the following criteria:-

1) Any vehicles with a gross plated weight exceeding 3500Kg which is used for carrying goods in connection with any trade or business or is available for hire or reward.

2) Any unplated vehicle with an unladen weight in excess of 1525Kg Do you own or operate any vehicles that meet with the above criteria?

If Yes please provide a copy of your Goods Vehicle Operator’s Licence.Where your vehicles under your control are equipped with self unload facilities (i.e. hiab equipment) please provide evidence of training and certification for your drivers.We reserve the right to carry out random checks on site. Do you transport material and/or waste via your own transport (vans/HGV/other vehicle)? If Yes please provide a copy of your Waste Carriers Licence and fill in the relevant section of section E.

Employers Liability Public Liability

Product Liability Contractors All Risk Professional Indemnity (where design is included) Motor Insurance Other

(13 Pages in total)

Name Copy Attached No Insurance Cover

Are there any exclusions from your insurances?

Copy not availableLimit of Cover (£m)

YES/NO

YES/NO

YES/NO


Please provide details of at least two previous projects undertaken in the last 12 months which reflect the type of work you are interested in undertaking for Lovell. By providing this information you consent to our contacting the referee.

Section I: References

Section J: Services

Please refer to our map of Regional Office coverage attached

Site Name Client Name Contact No. Client Address Description of project and works undertaken by your company:

Email Fax No. Project Value Order value Was design included in your scope of works? YES/NO

* Lovell staff should refer to the list of trade codes on ‘insite’.

Site Name Client Name Contact No. Client Address Description of project and works undertaken by your company:

Email Fax No. Project Value Order value Was design included in your scope of works? YES/NO

Please indicate in the following table the Trade you wish to receive enquires for, along with the geographical areas of operation. [Shaded areas are for official use only.]

NB. Commodities/Services procured for this business are all housing related. (ie: New Build & Refurbishment)

Description of services provided Trade Code*

Eastern East AngliaLondonMidlandsSouth Wales & SouthernNorth West & North WalesScotland

Areas of Operation Delete areas NOT covered


Section K: Documents Checklist

(13 Pages in total)

Please tick the items in this list that you are providing in support of your application, or include further detail in the space provided.A number of documents are MANDATORY and must be supplied or we will not consider your application.

Copy CIS card OR CIS notification OR Exemption letter VAT Certificate or copy invoice Completed BACS form Paying in slip Health & Safety Policy (signed & dated) Management Competence evidence (section C.11) Environmental Policy Waste disposal details as section E.4 Insurance certificates, schedules and list of exclusions for:- Public Liability Employers Liability Product Liability Contractors All Risks Professional Indemnity Motor Insurance Goods Vehicle Operators Licence References Business/Quality Management Certification Gas Safe Registration Certificate NICEIC Registration Certificate HETAS Registration Certificate OFTEC Registration Certificate Gas Policy Electrical Policy Other Other Other

Information RequiredMandatory Mandatory

Mandatory Mandatory Mandatory Mandatory Optional If required

Mandatory Mandatory If Applicable If Applicable If Applicable If Applicable If Applicable Mandatory If Applicable If Applicable If Applicable If Applicable If Applicable If Applicable If Applicable

Included?

Section L: Completion Details

I confirm the information given is a true accurate record.

Completed by Position

Signature Date


Enter any relevant comments in the space below, and tick boxes and indicate the region for which this vendor is to be approved.

Region

Authorised for addition to the Region’s approved list of Vendors.

Commercial Manager

Operations Manager

Health & Safety Manager

FOR LOVELL USE ONLY

Date

Date

Date


BACS PAYMENT SET-UP FORM

IMPORTANT NOTE: Lovell will not accept the use of factored accounts UNLESS our unamended Tri-Party Agreement is entered into prior to any orders being issued. If you require a copy of this Agreement please contact our Accounts Department at Tamworth on 01827 305600. Factored accounts we define as any account where payment is made to a third party NOT subject to the contract between us. This includes confidential factoring arrangements.

Company Name

Contact Name

Position Held

Company Address including Postcode

Bank/Building Society Name

Branch

Branch Sort Code

Bank Account Number

Bank Account Name

Roll Number (where applicable)

Contact No.

Contact Fax

Is your account factored?

If YES, Factor’s name

Factor’s Address including Postcode

YES/NO (If YES see note below)

Name

Signature

Position Held

Date

You must include a copy of your company paying-in slip as confirmation of bank details (tick box)


Head OfficeMarston Park, Tamworth, Staffordshire B78 3HN T: 01827 305600 F: 01827 305601

lovell.co.uk

The Regions

EasternNottingham Unit 5, Interchange 25 Bostocks Lane Nottingham NG10 5QG T: 0115 949 6500 F: 0115 949 6545

Leeds Ailsa House 2nd Floor West Turnberry Park Leeds LS27 7LE T: 0113 202 2200 F: 0113 263 2300

East Anglia Norwich 69-75 Thorpe Road Norwich Norfolk NR1 1UA T: 01603 667663 F: 01603 664114

Cambridge Unit 4, Hazlewell Court Bar Road, Lolworth Cambridge CB23 8DS T: 01954 785400 F: 01954 782400

LondonElstree Tasman House, The Waterfront Elstree Road, Elstree Hertfordshire WD6 3BS T: 020 8731 3800 F: 020 8731 3830

MidlandsBirmingham Unit E, Pinewood Bell Heath Way Woodgate Business Park Woodgate Valley, Birmingham B32 3BZ T: 0121 421 8300 F: 0121 421 8210

South Wales & SouthernCardiff River House, Ynys Bridge Court Gwaelod-y-Garth, Cardiff CF15 9YY T: 02920 811888 F: 02920 813431

Fareham 1650 Parkway Solent Business Park Fareham PO15 7AH T: 01489 585 135

North West & North WalesManchester St Johns House Barrington Road Altrincham Cheshire WA14 1JY T: 0161 905 1727 F: 0161 905 1645

Merseyside Lovell Offices Hamilton Mews 21 John Street Birkenhead Wirral Merseyside CH41 1AP T: 0151 649 0705 F: 0151 649 0706

ScotlandGlasgow Lovell House Parkway Court 271 Springhill Parkway Glasgow Business Park Glasgow G69 6GA T: 0141 773 5710 F: 0141 773 2574


lovell.co.uk

The Regions













lovell.co.uk

The Regions












VENDOR REGISTRATION FORM SUBCONTRACTORS AND CONSULTANTS

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