Code of conduct for contractors

Maintenance Policy and Procedures

Code of Conduct for Contractors

1. Legal Requirements

1.1 Equal Opportunities

Tai Hafan is committed to an Equal Opportunities Statement which aims to ensure that no person or group of people applying for housing, for a job or for contracts with the Association, will be treated less favourably than any other person or group of people on grounds of race, ethnic origin, colour, health, disability, sex, sexual orientation, age, religion, appearance or marital status. This policy statement applies in all areas of the Association's work and a copy of it is appended to this code.

Tai Hafan wishes to encourage the contractors it employs to demonstrate a similar commitment to equal opportunities. In particular the Association:

encourages contractors to adopt and implement an Equal Opportunities Policy
wishes contractors to demonstrate that specific steps have been taken to ensure that they recruit staff that reflect the ethnic mix of communities in which they work
wishes to ensure that the contractors it employs abide by the Statutory Requirements of the Race Relations Act 1976 and the Sex Discrimination Act 1975 and their respective codes of practice and that contractors, where appropriate, seek advice from appropriate bodies such as the Commission for Racial Equality and the Equal Opportunities Commission
wishes contractors to demonstrate that, in decisions to recruit, train or promote employees, they do not treat one group of people less favourably than others because of their colour, race, ethnic origin, religion, sex, sexual orientation, health, age, disability, appearance or marital status.

Tai Hafan wishes to make it plain to all its contractors that it will not tolerate discriminatory behaviour towards its agents, employees, tenants or the general public, that any allegation of such behaviour will be thoroughly investigated by the Association and that appropriate disciplinary action will be taken against offenders if allegations prove correct. This disciplinary action may include:

removal from site of the contractor/employee responsible.
a referral to the Commission for Racial Equality or Equal Opportunities Commission
removal from Tai Hafan's list of approved contractors.

1.2 Health and Safety

All contractors are required to comply fully with the requirements of the Health and Safety at Work Act 1974 and to ensure that they provide safe and healthy working conditions for their employees. In addition, contractors must ensure that any work carried out by them does not affect adversely the health and safety of anyone else e.g. the Association's tenants or staff, the general public etc.

2. Specific Requirements

2.1 Code of Conduct in Relation To Tenants/ Licensees

The contractor should remember at all times that, whilst the property is owned by the Association, that it is the tenant's home and should be respected as such.

Tai Hafan expects all contractors to provide a courteous, professional, fair and prompt service. In particular:

care must be taken to ensure the safety, comfort and security of tenants and any other households in the immediate vicinity during the period of work.
all reasonable care must be taken to prevent damage or any danger to the tenant's belongings and the Association's fixtures and fittings. Contractors should be aware that they could be held liable for any damage caused to a tenant's belongings.
particular care must be taken when work is carried out in a property or scheme where there are small children. For example, dangerous tools or toxic substances should be kept out of reach and the attention of the tenant or her representative should be drawn to the presence of such tools or substances.
particular care must be taken when working in the homes of elderly or disabled tenants. For example, tools should not be left in a position that will obstruct movement.
repair appointments must be attended in accordance with the instructions of the tenant or the Association, provided that such instructions are not unreasonable. Wherever possible, maintenance work should be carried out during normal working hours. Reasonable notice should always be given to tenants and immediate neighbours of any works which must be carried out during anti-social hours.

2.2 Response Times

The Association requires contractors to deal promptly with all repair requests received. Whilst the Association accepts that not all repairs can be carried out immediately, it aims to ensure that maintenance work is completed within the timescale set out in Appendix One and with which contractors are expected to comply.

All repairs should be carried out at the arranged appointment time. If no such appointment is made, contractors are required to complete the repairs in accordance with the timescale in Appendix One. Accordingly, contractors should make all reasonable efforts to arrange an appointment with the tenant and complete the repair.

Should the contractor fail to complete the repair within the appropriate timescale, the local Housing Support Worker should be notified immediately or in her absence, the Regional manager. This is of particular importance when dealing with Emergency Repairs.

Similarly, if the contractor experiences difficulties in arranging contact with the tenant or the tenant does not keep to arranged appointments, then the Housing Support Worker or in her absence, the Regional Manager, should be informed immediately.

2.3 Access

The contractor shall not carry out any of the works to an occupied dwelling unless the occupant of the dwelling or her representative is present or has agreed to the works to that dwelling being done in her absence. This agreement will normally be in writing. In all cases, unaccompanied access arrangements should be notified to the Housing Support Worker or the Regional Manager.

If the contractor experiences difficulties in arranging contact with the tenant, then the Housing Support Worker or in her absence, the Regional Manager, should be informed immediately. Where the contractor calls for a pre-arranged appointment but cannot gain access, h/she should leave a card giving the date and time of the call and informing the tenant that h/she has called. H/she should then inform the Housing Support Worker or, in her absence, the Regional Manager, immediately.

2.4 Notice

The disconnection or interruption of any services to the property should be kept to a minimum and should only take place after giving the tenant reasonable notice. In addition, the maintenance contractor is responsible for ensuring that any statutory consents (e.g. Building Regulation Notices) are applied for and obtained before works commence.

2.5 Capacity

Contractors are required to inform the Association's Regional Manager of any problem relating to their ability or capacity to undertake work for the Association, whether because of temporary heavy workload or a change of circumstances.

2.6 Completion

Contractors are required to promptly inform the Association that repair work has been completed and to ensure that invoices are forwarded to the Association as soon as is practicable. The contractor must append the blue copy of the works order form to his/her invoice to ensure prompt payment.

2.7 Confidentiality

The Association's Confidentiality Policy relating to contractors is attached at Appendix Two. It is a condition of entering the Association's list of approved contractors that all contractors sign a copy of this policy and agree to comply with the terms of it. Any breaches of confidentiality will be regarded very seriously and steps taken to deal with them as detailed in the Confidentiality Policy.

2.8 Inducements

The Association will not tolerate any attempt by a contractor to secure work by the offer of an inducement. Any such act will be interpreted as an attempt at bribery and dealt with accordingly. Offers of gifts or gratuities should not be made to individual members of staff. Where gifts are considered to be appropriate, they should be forwarded to the Association's office in Carmarthen and marked for the attention of the Director.

2.9 Private Works

If contractors agree to carry out private works for members of staff or tenants of the Association, such work will not under any circumstances be regarded as the responsibility of the Association and any arrangements for payment should be agreed by the contractor with the individual member of staff or tenant.

2.10 Voids

Abandoned belongings may only be removed from the Association's void properties with the written permission of the Association. Without such specific instruction, any items left in a property must not be removed.

2.11 Annual Renewal of Insurances and 714 Certificates

Contractors are expected to forward annually to the Association copies of evidence of renewal of their insurance policies e.g. Employer's Liability and Public Liability Insurance, also any professional indemnity insurances they hold. Equally, contractors are expected to ensure that the Association has sight each year of their renewed 714 Certificate and that a copy is provided for the Association's files. The Certificate may be shown to the local Housing Support Worker and the copy given to her if this is more convenient to the contractor. This will then be forwarded to the Carmarthen office to be kept on the contractor's file.

Should evidence of renewal of the above documents not be provided to the Association without good cause, the contractor may be removed from the Association's approved list.

2.12 Standard of Work

All work undertaken should meet current building regulations and replacements of existing components should meet Tai Cymru's development quality standards which incorporate current British Standards. If any contractors have any queries on this they should contact Tai Hafan for clarification.