Information for contractors

Safety, project requirements and work permits for contractors working on the University estate.

COVID-19 Contractor checklist

All contractors working on University estate must complete and return the COVID-19 Contractor Checklist to their University contact before commencing work for safe working during COVID-19.

Face coverings on campus

The University of Bristol has revised its requirements for protective equipment in line with national guidance. It is no longer mandatory to wear face coverings outdoors on the University campus.

It remains mandatory to wear face coverings indoors unless a risk assessment has been developed that requires specific PPE instead.

Thank you for your continued compliance and understanding.

Permits to Work

A Permit to Work procedure is a specialised type of safe system of work, under which certain high risk activities may only be carried out with the specific permission of an Authorised Person. Please note that works will stopped if they are carried out without a permit when one is required. They will only resume once a permit application is approved. Read our Permit to work process flowchart (PDF, 125kB) to see if you need one and what to do if so.

Applying for a Permit to Work

Permits to Work are managed through our Computer Aided Facilities Management (CAFM) system, Planon. This allows you to submit your own Permit to Work requests and manage them. To request or view issued Permits to Work, contractors must have a UoB Planon Guest account. To apply for a Planon Guest account, complete our questionnaire.

On submission of the completed questionnaire, please allow up to five working days for the account to be set up. The log in details will be sent to the email address provided.

Once you have received your Planon Guest account details you can: 

Please note that you will not be able to view the full permit to work prior to it being issued, but you can view the status of the permit application using the link above

Risk assessments and method statements

All Permit to Work requests must include job specific risk assessments and method statements (RAMS) along with any other relevant information, giving 10 working days notice for the permit. If inadequate RAMS are submitted then this will delay the approval process, hence the need for 10 working days in order to assess requests. You can submit these using the permit documenation upload form.

Activities requiring a Permit to Work

The Campus Division issues Permits to Work for all activities carried out to the buildings and infrastructures of the University estate where works fall into the categories listed in the Activities Requiring a Permit to Work (PDF, 116kB) document. Please note that the process for electrical permits has been ammended. The Campus Division Safety Team will only issue a permit to the Authorised Person once it has been approved. The Authorised Person will then attend site with the contractor and confirm that the power supply has been locked-off prior to giving the permit to the contractor. This step is essential to ensure that works do not take place on live electrical circuits.

Once this step has been confirmed as completed and works have been approved to start, all other named personnel on the permit will be given access to view the permit online as normal. Upload of site documents and permit extension requests can then be applied as normal to the online permit via the change control process.

Permit to Work documentation

Please note that these documents are currently under review and may change in the near future. To ensure that you are working with the latest version, please check this page on a regular basis.

General Conditions for Work

  • All contractors and associated sub-contractors must abide by University of Bristol procedures, in particular Campus Division procedures.
  • All contractors are expected to undertake induction training or awareness training, depending on the nature and location of the work activity. Generic induction information is below, however, please discuss this in more detail with your UoB Contract Supervisor/Project Officer.
  • All contractors are expected to sign in at the appropriate Contractors Office. This will usually be one of the three locations below. However, please confirm with your UoB Contract Supervisor/Project Officer first.
    • 1-9 Old Park Hill, Bristol BS2 8BB for works around the Precinct.
    • Hollybush Lane, BS9 1JB for work at the Clifton and Stoke Bishop Residences.
    • The Contractors Office, BS40 5DU for work at the Langford Campus.
  • It is expected that contractors working for the University of Bristol's Campus Division will be signed up to at least one SSIP (Safety Scheme in Procurement) such as Constructionline, CHAS, Exor etc or be accredited to ISO 45001 certification. More information can be found on the Safety Schemes In Procurement (SSIP Forum) website.
  • It is also expected, but not currently mandatory, that all Campus Division contractors working on University of Bristol premises will carry a CSCS (Construction Skills Certification Scheme) card. More information can be found on the CITB website.

Further information on procedures

Please refer to the documents below for further information on procedures:

*Please note that these documents are currently under review and may change in the near future. To ensure that you are working with the latest version please check back on a regular basis.

Risk assessments

The contractor is required to provide relevant risk assessments and method statements for all jobs to be undertaken, these are to be submitted to and accepted by their University of Bristol contact before work commences. A Safe System of Work is also required for activities which present a significant hazard and a more detailed assessment is required. It is the contractor’s responsibility to ensure that a Safe System of Work is followed at all times.

The Contractor shall ensure all of their staff and any sub contracted staff have read the method statement and risk assessment before any work commences on site.

Construction, Design and Management Regulations

All construction activities that are carried out by Campus Division staff or contractors on university buildings and infrastructure must be carried out in accordance with the Construction, Design and Management (CDM) Regulations 2015. The CDM 2015 regulations placed a number of new duties on existing defined roles, and created a number of new roles. Read the CDM Duty Holders and Roles (PDF, 305kB) document to learn more about duty holders' main responsibilities.

The Campus Division has produced further CDM documentation:

CDM clients' duties (PDF, 154kB)

CDM designer risk assessment (PDF, 127kB)

CDM record form (PDF, 226kB)

Accident and emergency procedures

All accidents and near misses, including those resulting in injury, damage to or loss of property must be reported to your site supervisor or project manager. You must also complete your own accident report form. If the injured party requires first aid, contact a local first aider, the names of whom are posted on local notice boards.

Please note that the completed accident form must be submitted to your University of Bristol contact within 48 hours of the incident. You should however notify your contact verbally as soon as possible.

Generic Project Requirements

The Generic Project Requirements set out the matters that are important to the University. Designers must ensure completed projects meet these requirements, as well as relevant regulations, standards and agreed best practice. If you require access to them, please email estates-gpr@bristol.ac.uk.

Procurement information

Visit our Procurement pages for information on invoicing the University, our Purchase Order policy and how to trade safety with us.

Tender Opportunity Portal

Suppliers can register on the University's Opportunity Portal where tenders run by the University are advertised. Registering will enable you to respond to tenders and will also help us send them to you.

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