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Diamond Quarter Property



The CDM Regulations

The health and safety file is a requirement under the Construction (Design and Management) Regulations 2007 (usually referred to as the CDM Regulations).

The CDM Regulations are aimed at improving the overall management and co-ordination of health, safety and welfare throughout all stages of a construction project to reduce the large numbers of serious and fatal accidents and cases of ill health which occur every year in the construction industry.

The CDM Regulations place duties on all those who can contribute to the health and safety of a construction project. The Regulations place duties upon clients, designers, contractors and planning supervisors, and require the production of certain documents - the health and safety plan and the health and safety file.

The Health and Safety File

The health and safety file is a record of information for the client or the end user which focuses on health and safety. The information it contains will alert those who are responsible for the structure of the key health and safety risks that will need to be dealt with during subsequent maintenance, repair and construction work.

The amount of detail needed in the health and safety file and the time and effort required to prepare it should be in proportion to the scale and complexity of the structure. Structures with minimal health and safety risks will call for simple, straightforward files. Large structures or those involving significant risks will need more detail.

Preparing the Health and Safety File

The CDM Coordinator is responsible for ensuring the health and safety file is prepared. Putting together the health and safety file is a task which should ideally be a continual process throughout the project and not left until the construction work is completed. Early on in the construction project the CDM Coordinator may find it useful to discuss the health and safety file with the client. This will help determine what information the client requires and how the client wishes the information to be stored and recorded.

When the client's requirements are known, procedures may need to be drawn up by the CDM Coordinator so that all those who will be contributing to the health and safety file (E.g. designers and contractors) are aware of:

  1. what information is to be collected;
  2. how the information is to be collected, presented & stored.

The CDM Coordinator may find it useful to detail in the pre-tender stage health and safety plan requirements on how and when the information for the health and safety file is to be prepared and passed on.

The principal contractor may also find it useful to include similar procedures in the health and safety plan for the construction phase. Throughout the project those who carry out design work (including contractors) will need to ensure so far as is reasonably practicable that information about any feature of the structure which will involve significant risks to health and safety during the structure's lifetime are passed to either the CDM Coordinator or to the principal contractor.

Providing this information on drawings will allow for amendments if any variations arise during construction. It will also allow health and safety information to be stored on one document, therefore reducing the paperwork.

The CDM Coordinator may need to obtain details of services, plant and equipment which are part of the structure from specialist suppliers and installers, E.g. mechanical and electrical contractors, and pass this information on. Contractors have a specific duty in the CDM Regulations to pass information for the health and safety file to the principal contractor, who in turn has to pass it to the CDM Coordinator.

This information could include 'as built' and 'as installed' drawings as well as operation and maintenance manuals. At the end of the project the CDM Coordinator has to hand over the health and safety file to the client. In some cases it might not be possible for a fully developed file to be handed over on completion of the project. This may happen because the construction work was finished rapidly to meet a tight deadline and completion of the health and safety file was impossible.

Clearly a common sense approach is needed so that the health and safety file is handed over as soon as practical after a completion certificate or similar document has been issued.

DQP will liaise with the entire project team to enable the necessary information to be obtained and collated.

Health & Safety File

We take the hassle out of the preparation of the health and safety file.

DQP will contact the sub contractors throughout the construction phase of the project and ensure that their relevant information is submitted in time for inclusion within the health and safety file.

We will liaise with the CDM Coordinator to discuss the format and layout of the file. DQP will produce the manuals in any format required. For example, if a CDM Coordinator has a preferred format, then DQP will work to it. If no format is preferred, then DQP have standard formats that can be adopted.

In addition, DQP will liaise with the project designer, project manager and any other members of the team to ensure that all relevant information is obtained.

The health and safety file will be handed over in time for practical completion of the project - usually in draft format as test certificates etc are not usually completed at this stage.

This allows you and your professional team to comment on the content of the file before the final copies are distributed.

The files are available in hard copy format, produced in white A4 presentation binders together with electronic versions available on CD or USB keys.

Operating & Maintenance

DQP will contact the suppliers & sub contractors throughout the construction phase of the project and ensure that their relevant information is submitted in time for inclusion within the O&M manual.

We will liaise with the Principle Contractor and/or the CDM Coordinator to discuss the format and layout of the file. DQP will produce the manuals in any format required. For example, if a Principle Contractor or CDM Coordinator has a preferred format, then DQP will work to it. If no format is preferred, then DQP have standard formats that can be adopted.

In addition, DQP will liaise with the project designer, project manager and any other members of the team to ensure that all relevant information is obtained.

The O&M manual will be handed over in time for practical completion of the project - usually in draft format as test certificates etc are not usually completed at this stage.

This allows you and your professional team to comment on the content of the file before the final copies are distributed.

The files are available in hard copy format, produced in white A4 presentation binders together with electronic versions available on CD or USB keys.

Scanning & Copying

Document Management

Historically, & even now, documents are produced in hard copy format, and stored in filing cabinets, storage cupboards, even in piles on the floor & at the end of desks. When these areas become full & just can't take any more, then documents are transferred to archive boxes & taken off site & stored in a location that few have ever seen. This makes document retrieval cumbersome, slow & expensive as costs are often incurred retrieving archive boxes in addition to the ongoing storage fees.

Scanning

DQP can convert your hard copy information into pdf format which are bookmarked for easy navigation.

  • This will allow you to quickly & easily search for information at your desk
  • It will prevent information from going missing or being 'borrowed'
  • No more costs incurred for offsite storage & archiving
  • Information can easily be shared with others at the push of a button
  • No more 'down time' searching for files & documents

Just contact us for a no obligation fixed price quotation.

Copying

Occasionally we are asked to do the complete opposite of the above & provide hard copy documents from digital formats or copy existing hard copy documents.

We will arrange for the safe & secure collection of your documentation & carry out the production works quickly & efficiently to minimise the time we have your files.

Just pick up the phone or email with your requirements & we’ll give you a fixed price quotation.

Pricing

The cost of producing manuals 'in house' is difficult to calculate, needless to say it can be expensive in terms of time & energy. The last thing you want your Project Manager to be doing is chasing sub contractors for their O&M manuals at the eleventh hour before the Health & Safety file is due for submission.

In addition, clients and their professional team now find that 'non production' of the Health & Safety file is cause for not granting Practical Completion. This alone is expensive as retention will not be released until PC is granted.

Many companies price the production of the Health & Safety file based on a percentage of the project value. DQP believe this to be unfair and that clients can end up paying a disproportionate amount for their manuals.

DQP will offer a fixed price, not to exceed cost for the production of the Health & Safety / Operating & Maintenance manuals. We will assess the project, the number of contractors etc and will give a fixed price quotation for the works.

We think you will find our costs extremely competitive - and we'd love to give you a no obligation quotation for your requirement.

That's it - simple