Expectations of the performance of all organisations

MONITORING – WE RESERVE THE RIGHT TO INSPECT YOUR WORK
Aside from the organisation’s own responsibility to undertake routine inspections of its works (whether in relation to quality, safety, environmental management, business standards, etc), the AELTC, as the client, retains the right to inspect and request information at any time, to determine if quality, safety, environmental, business standards etc are being met.
Performance review meetings will be held by the AELTC Manager if there are concerns about the performance of an organisation (whether in relation to quality, safety, environmental management, business standards, etc).
YOU MUST ENSURE YOUR STAFF HAVE WATCHED THE AELTC HEALTH & SAFETY FILM
Prior to arrival all your staff must have watched the AELTC Health & Safety Film.
YOU MUST REPORT ANY INCIDENT
Any incident which causes a minor injury to an AELTC employee or to an organisation’s employee must be reported to the AELTC Manager and the Health & Safety team.
Any specified injuries or dangerous occurrence as defined under the Reporting of Injuries, Diseases or Dangerous Occurrences Regulations (RIDDOR) 2013 must be reported in writing immediately, or at the very latest within 24 hours. Fatalities must be reported immediately.
Any safeguarding or welfare incident concerning children and/or other vulnerable persons must be immediately discussed with the Head of Health & Safety.
The AELTC have the right to be provided with full copies of any associated incidents or RIDDOR investigation report.
YOU MUST INFORM US OF ANY VISITS BY ENFORCEMENT AUTHORITIES
All organisations must notify their AELTC Manager of any visits from an enforcement authority.
Specifically, the Health & Safety team must be notified as soon as possible of any visit by officers of the HSE or any other authority concerning health and safety. The Head of Health & Safety should receive a copy of any correspondence exchanged between the HSE/ Local Authority and the organisation.
The Head of Health & Safety must be notified immediately if there are any visitations concerning safeguarding or welfare or children and/or other vulnerable persons.
ADVISE US WHEN YOU HAVE COMPLETED THE WORK
Before your work is completed, you must inform your AELTC Manager who will check that the work has been completed satisfactorily and meets the standards of the Site Rules.
EXPECTATIONS SPECIFIC TO CONSTRUCTION WORK
Please read the Site Rules for a clear legal definitions of what construction work is, as this is wide-ranging.
DISCUSSIONS WITH ESTATE MANAGEMENT AND CHAMPIONSHIPS OPERATIONS
If your works are taking place during The Championships build or de-rig period, then these should be discussed in advanced for approval with the Championships Operations team.
Similarly, if the works relate to permanent structures (which can include installations) then approval must be given by Estate Management before any work can commence.
This must happen before any commitment has been made to commissioning the work and/or contracts arranged.
CDM REGULATIONS 2015 APPLY TO ALL ORGANISATIONS UNDERTAKING PHYSICAL WORK
(Applies to both year-round and for The Championships build) Construction (Design & Management) Regulations 2015 apply to all organisations undertaking physical work both year-round and for The Championships build or de-rig at any of the AELTC sites.
The objective of CDM 2015 is to reduce the risk of harm to those that have to build, fit out, use, maintain and take down structures (see the Site Rules for full legal definition of Construction Work as this applies to a wide range of activities).
APPOINTING CDM ROLES
Unless otherwise stated by the AELTC Manager, ALL organisations are appointed in the role of both Principal Contractor and Principal Designer.
PROVIDE THE AELTC WITH A CONSTRUCTION PHASE PLAN
You must give a Construction Phase Plan (CPP) to your AELTC Manager. This includes AELTC’s own works.
CTIB provides a CDM Wizard App available for iOS and Android devices which is a user-friendly tool that will assist with putting together a CPP.
The Health & Safety team will support AELTC Managers where requested.
HOW CDM APPLIES TO THE ENTERTAINMENT INDUSTRY
CDM also applies to construction work undertaken in the entertainment industry, and its four main sub-sectors
• TV/film and broadcasting
• Theatre and performing arts
• Live events (festivals, music, sport, cultural events)
• Exhibitions/trade fairs and conferences. More information on CDM is available here.
YOU MUST BE A MEMBER OF A SAFETY SCHEMES IN PROCUREMENT (SSIP) ORGANISATION
The AELTC requires everyone undertaking construction works to be a member of a Safety Schemes in Procurement (SSIP) organisation. The AELTC will only procure from organisations with SSIP membership, and only allow organisations to undertake works within the Grounds with SSIP membership. This is in accordance with pre-qualification requirements from CDM Regulations 2015 recommendations. For further information on accredited bodies who issue SSIP visit: ssip.org.uk/members
International organisations may use ISO in place of SSIP, if they have proven they comply with UK regulatory requirements. In such cases, the AELTC Manager must have agreement from the Health & Safety team.
ALL YOUR STAFF MUST BE CONSTRUCTION SKILLS CERTIFICATION SCHEME (CSCS) CERTIFIED
All your staff must be Construction Skills Certification Scheme (CSCS) certified.
The AELTC expects that everyone undertaking construction work to hold a Construction Skills Certification Scheme (CSCS) card relevant to their trade (see the Site Rules for full legal definition of Construction Work).
CSCS is the leading skills certification scheme within the UK construction industry. CSCS cards provide proof that individuals working on construction sites have the required training and qualifications for the type of work they carry out. Full trade qualifications, that have been verified, are listed on the back of the card.
The scheme keeps a database of people working in construction who have achieved or are committed to achieving a recognised construction related qualification, which is verified by CSCS.
Most major organisations and many small/medium size companies require construction workers on their sites to hold a valid CSCS card.
For more information about organisations who issue CSCS cards click here.
CDM PROJECT MANAGEMENT COMPETENCY
The AELTC expects that all organisations who are engaged with construction work projects have demonstrable competencies within their management team who will oversee the works, to the Construction Industry Training Board (CITB), Site Supervisors Safety Training Scheme (SSSTS) or Site Management Safety Training Scheme (SMSTS) standards, or relevant industrial equivalent.
OTHER INDUSTRY SCHEMES
If any organisation is considering other schemes, please contact your AELTC Manager and the Health & Safety team for further guidance. It is the AELTC’s right to set the standards for those undertaking works within its Grounds and/or work on their behalf.
COORDINATED WORKS
Since the beginning of the pandemic, we have ensured that any proposed work being undertaken within the Grounds, whether it is with manual work or desk-based, is authorised and coordinated to ensure that we are not breaching limits in the number of persons we can fit into one area.
We also ensure that adequate welfare has been assigned and that the contractor(s). For this, we will require you to submit complete schedules of work which are clear and cover the following:
• Written procedure for proposed works, with reference to the sequence of and time allocated for each item or objective for completion
• The schedule should allow for the entirety of the proposed work and will be reviewed within three week periods
• Series of tasks to be done or events to occur at or during a particular time or period
• Timetable
A programme of works is a detailed series of tasks by individual sequence, not block periods of time.
The AELTC will not authorise any works to commence on site until the schedule of works has been submitted, and that the AELTC Manager has received acknowledgment of these, which they will then inform other parties of.
All contractors working on site for the build and de-rig of The Championships will be required to submit a schedule of works as set out in our guidance on Post-Championships De-Rig.
If you are a new contractor, please speak to your AELTC Manager to request the template that we require you to submit your schedule on or you can access it here (please only complete columns in purple). If you have submitted schedules in previous years, then your AELTC Manager should have sent you a template – please get in touch with them if you haven’t received this.
If we have any concerns with the schedule you have submitted, or require you to alter your dates, you will be contacted by your AELTC Manager.
SUBMIT A PERMIT-TO-WORK REQUEST BEFORE WORK STARTS FOR ANY HIGH-HAZARD WORKS
RAMS must be submitted to your AELTC Manager for review at least ten days before work starts. These should indicate clearly if a permit- to-work is required.
The AELTC Manager is responsible for reviewing these RAMS and liaising with the Estate Management Helpdesk on the required permit-to-work a minimum of five working days before the planned commencement of work. If the submitted paperwork is not sufficient to meet the standards required for the permit-to-work to be issued, this will result in a delay to work starting. The Health & Safety team will support AELTC Managers where requested.
Failure to organise a permit-to-work will result in a delay to work starting.
Permits are required for all high-risk activities such as:
• Asbestos
• Confined spaces
• Excavations
• Gas services
• High and low voltage electrical works
• Hot works (a suitable fire watch must be undertaken once hot works are complete)
• Pressure systems
• Work on lifts
• Working at height including suspended access equipment (erection and use), this does not include MEWP operations, ladders, or mobile scaffold towers
• Restricted/hazardous areas.
If you have any questions email: EMhelpdesk@aeltc.com
AUTHORISATION OF WORKS
After your Manager has approved your RAMS and permit-to- work submissions, your schedule of works will be reviewed at the Estate Operations Group meeting that takes place every Thursday.
Consideration will be given to all contractor’s submissions alongside AELTC Staff activities throughout the Grounds. If more than one of these activities requires access to the same location at the same time, it may be necessary to adjust dates and/or timings to remove any clashes. If this becomes necessary, your Manager will contact you to discuss options.
No work can take place in the Grounds until authorisation of works has been given by the Estate Operations Group.
CONTROLLING WORKS AREAS
You are responsible for controlling your work areas, including prohibiting entry to hazardous sections. Entry must be refused to anyone who has not been invited and/or those not wearing appropriate PPE.
Everyone working within your area must be given an induction. This includes AELTC staff, visitors, Members, and other contractors working or visiting your organisation.
CONTRAVENTION OF SAFE WORKING CONDITIONS
Any practice likely to cause danger to your own employees or AELTC staff, as well as any services, will not be tolerated. The AELTC will have no hesitation in removing anyone who causes danger to others from site permanently.
Any of the AELTC’s management team has the authority to take such immediate action to ensure safe working conditions. We are not responsible for delays or costs caused by any interruptions to your work due to unacceptable or unsafe practices.
WHAT AELTC MANAGERS SHOULD DO
AELTC Managers shall ensure:
• All steps of “the AELTC Journey” are followed
• All organisations demonstrate their organisational competency in line with relevant regulations and industrial standards for the services they are providing to the AELTC
• A New Supplier Form is completed for all organisations the AELTC is procuring from who are not on our suppliers list
• The Liability & Risk Information form is completed and submitted to Finance annually
• If they are overseeing any construction works that they have undertaken the relevant training (CITB, SSSTS or SMSTS or equivalent)
• The organisation supplies a copy of their latest SSIP membership certificate(s), where applicable
• The organisation supplies a Risk Assessment & Method Statement for works, construction or otherwise. This will be reviewed and approved by the AELTC Manager. The Health & Safety team will assist where requested
• The AELTC Manager liaises with the Estate Management Helpdesk where works require a permit-to-work (for high risk activities) and/or have a footprint within the Grounds
• The organisation supplies copies of operatives’ competencies (i.e. copies of chartered or registered status of staff being used, relevant qualifications, etc)
• The organisation supplies copies of relevant certifications and CSCS cards of its operatives, where applicable
• The organisation submits a Construction Phase Plan (CPP) if construction work will be carried out. This will be reviewed and approved by the AELTC Manager
• The AELTC Manager liaises with Finance and the Health & Safety team for any further requested information
• There is a daily activity group run by Estate Management which will review and authorise works
• The organisation is asked to provide information on an annual basis regarding both its safety management and its safety performance
• The AELTC Manager is to ensure the on-going compliance and competency of organisations. Contravention of safe working conditions.
Any practice likely to cause danger to your own employees or AELTC staff, as well as any services, will not be tolerated. The AELTC will have no hesitation in removing anyone who causes danger to others from site permanently.
Any of the AELTC’s management team has the authority to take such immediate action to ensure safe working conditions. We are not responsible for delays or costs caused by any interruptions to your work due to unacceptable or unsafe practices.