Page 8 - Project Acanthus_Mainstay

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Mainstay:ResponsetoTender | ProjectAcnacnatnhtuhsus-PartOne
3. Specifically confirm whether any element of the services will be provided by: (i) teams located outside the UK
(ii) outsourced or subcontracted service providers and how you will ensure quality of service delivery in such circumstances.
i) All of our teams are based in the UK
ii) Outsourcing and subcontracted service providers
Mainstay prefer to employ our staff directly. We also endeavour to cover all staff holidays and sickness where practically possible internally. We ensure that all of our staff are familiar with all of our developments, in order that we can provide cover when needed. It would only be very occasionally that we would use an agency, even then we only use one agency company.
We outsource out of hours phone calls, specifically emergency and plant breakdown requests, to Adiuvo, the leaders in this field. They have full details on a scheme-by-scheme basis
of all relevant contracts and personnel, which they action
as appropriate. Support is also available at all times from an Estate Manager, Property Manager or Regional Director, within Mainstay’s escalation process. All out of hours calls and callouts are monitored and further analysed on the next working day. Normally we would be charged at a cost of £12.00 per
unit pa plus VAT.
Gym and spa management will be subcontracted to a specialist facilitates management provider. We would have overall responsibility and conduct monthly reviews as well as use
an independent third party to audit the management of
the facilities on an annual basis.
We use external contractors for maintenance. However, we do provide our caretakers with tools so that they can undertake painting, lamp replacement and small scale repairs, subject
to relevant training and risk assessments.
We have contractors on our books that we have used for 20 years. They understand how Mainstay operates and work closely with our building managers. We are very clear that contractors cannot undertake any works unless a purchase order has been issued, as we must establish if any work permits need to be completed in advance. For large scale projects we engage a building surveyor or Mechanical & Electrical Consultant to assist with specifying works, tendering and signing off works.
Selecting a contractor varies according to the requirement of the work. Typically, we would select on a weighted basis of: health & safety, performance, quality, suitable experience, value, and innovation.
As part of our selection procedure, contractors are subject to our in-house procurement and supply process to ensure that all contractors follow industry best practice to meet the short term and long term objectives for the client/customer and can provide best value.
We ask all contractors to submit up to date Public and Employers Liability Insurance. Depending on the works involved, Risk Assessment Method Statements (RAMS) and Control of Substances Hazardous to Health (COSHH) statements would also be required. We also require all our contractors
to have an accreditation with one of the Safety Schemes in Procurement (SSIP) as recognised by the the Health and Safety Executive (HSE).
Mainstay has designed a robust tendering pack that is consistently used for all mechanical and electrical safety systems and for soft services. When selecting contractors to work on any of our developments, a contractor is assessed for their their competency in the range of activities that they plan to engage in.
Other control measures Mainstay implements include: » Obtaining a scope of works
» Reviewing RAMS
» Obtaining Health and Safety policies
» Issuing permits to work (dependent on the risks outlined in the scope of works)
» Obtaining contractor references. Quality audits are also undertaken when works are complete