YOUR ROLES AND RESPONSIBILITIES

Whenever you have a mezzanine floor project for your business, there are certain responsibilities that you as the client must fulfil. Our handy guide helps you to understand what those responsibilities are.

When we work with you to provide you with a new workspace, we strictly abide by the Construction (Design & Management) Regulations 2015 (CDM 2015). These are the main set of regulations for managing the health and safety procedures during any construction project.

The regulations concentrate on ensuring all projects are planned correctly, that all parties involved are communicating effectively and that all risks are handled from the start of your project through to completion.

Before we start any project here at Nexus, whether that’s a mezzanine floor project or an office refurbishment, we ensure that our clients are fully briefed on all this information. But if you would like to read more information on your responsibilities during a construction project, you’re in the right place.

THE DUTY HOLDERS

The CDM regulations place responsibility for managing the health and safety of your mezzanine floor project on three main duty holders. You, the client, who has overall responsibility for the successful management of the project. Along with the Principal Designer and the Principal Contractor who are on hand to support you during the different phases of the project.

A great working relationship between the three duty holders is imperative to the success of any project and it’s essential that it’s in place from the outset. Here’s how everyone involved works together throughout the process;

THE CLIENT

  • Ensures that any health and safety risks to anybody involved with the project are controlled through an effective project set up and roll out of those agreed practices.
  • It is your duty to ensure that your chosen Principal Designer and Principal Contractor have been vetted correctly and are implementing everything to the CDM regulations during the project.
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PRINCIPAL DESIGNER

  • It is their duty to ensure that all health and safety and building regulations are adhered to within their design of your new workspace.
  • They must take steps to eliminate any foreseeable health and safety risks for both you the client and your employees when you move in and also for the workers on site during the mezzanine build.
  • They must liaise with the Principal Contractor throughout the project.
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PRINCIPAL CONTRACTOR

  • Their duty is to manage the construction phase of the project, including creating a construction phase plan which details everything involved with the project including the various build stages, how the three duty holders will communicate during the project and the identification of any dangers on site and how they will be controlled.
  • They must liaise with the client and the Principal Designer during the entire project to ensure a smooth process.
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WHAT THE
CLIENT BRIEF
SHOULD
INCLUDE

Creating a client brief at the earliest opportunity not only helps you to ensure you are fulfilling your duties as set out by the CDM regulations, but it also gives you a platform to inform your chosen Principal Designer and Principal Contractor of exactly what you require from the project.

  • Description of new facilities. Include a detailed description of your requirements for your new space. You should also include any and all health and safety expectations of your new space.
  • Why you need the new space. Explain your reasons for requiring the works, for example if it’s due to company growth, business relocation or any other reason.
  • Your expectations throughout. You should detail your expectations for health and safety procedures throughout the process. Detailing any known hazards you have that could jeopardise health and safety is a good idea.
  • The design. This is the fun part, include as much information as possible detailing the desired design of your new space. How many meeting rooms? What kind of partitioning? Any particular furniture or carpet style you like? The more information the Principal Designer has, the better.
  • Key Contact. You will need to identify the key contact for any project discussions, so that both the Principal Designer and Principal Contractor know who to contact regarding project updates.
  • Timeframe and budget. Setting a realistic timeframe for when you would like the project to be completed and a rough budget, will really help your chosen Principal Designer and Principal Contractor to plan and manage your project in accordance with your requirements.

APPOINTING DUTY HOLDERS

THEY
MUST
DEMONSTRATE

If your project will involve more than one contractor, you must appoint by law a Principal Designer and a Principal Contractor. To ensure that you aren’t in a scenario where you, as the client are held responsible for the legal duties and carrying out the role of Principal Designer/Contractor, you must ensure that you appoint these roles in writing.

To ensure that you meet your legal obligations as the client, you must ensure that your chosen Principal Designer and Principal Contractor are able to deliver your mezzanine floor project in line with all health and safety requirements.

  • The necessary capabilities and resource to carry out your project safely.
  • The correct combination of skills, knowledge, training and experience.
  • That they understand their roles and responsibilities. This may require you to ask specific questions to test their relevant health and safety knowledge.
  • Previous construction work, whether that’s in the form of case studies or offering to take you to see them first hand, allowing you to ask questions of those who previously worked with them.

Remember that the practical management of any health and safety risks is your primary objective. So make sure your enquiries relate to the provision of information that directly relate to these risks and their ability to accommodate for and manage them.

OTHER IMPORTANT TASKS

PROVIDING INFORMATION

You should gather and pass on all pre-construction information you have to your designers and contractors at the earliest opportunity. It is best to arrange for a site survey to be conducted by your chosen Principal Designer, to ensure all the information is accurate.

Not only will this information help with the planning of the project, but it will also advise all duty holders of any risks that need to be countered in the design, construction and future use of the facilities.

If you’re using more than on contractor, your Principal Designer is actually obligated to help put this information together with you. You will also need to agree with your Principal Designer what information will go into the health and safety file, which ensures other parties can use the facilities safely.

If you have other contractors or in-house contractors that offer facilities management or similar support on a fixed-term contract basis, the Principal Designer and Principal Contractor must involve these parties in the design. Planning and management of the construction work.

NOTIFY HSE WHEN REQUIRED

Depending on if certain thresholds are met, you may need to notify the HSE (Health & Safety Executive) with details of the project that is to take place. For any project that is due to take longer than 30 working days, or will require over 20 workers at one time and will exceed 500 ‘worker days’, you will need to notify them.

The best way to do this is to fill out the online form on their website (F10 Notification of a construction project form). This way the form is automatically sent to the HSE on completion, ensuring this is the most convenient and simple way to notify them.

THE PRINCIPAL DESIGNER DUTIES

As the client it is your obligation to ensure that all pre-construction phase health and safety management arrangements are being implemented correctly and that the Principal Designer is carrying out their agreed duties.

A great way to ensure that your mezzanine floor project is progressing to your agreed expectations and also meeting legal requirements is to arrange regular project meetings. These should continue into the construction phase right through to the completion of your project.

CONSTRUCTION PHASE

CONSTRUCTION PHASE PLAN

Before any construction work begins, one of the most important tasks your Principal Contractor must complete is the creation of a construction phase plan. This must be written down and you should ask them to talk you through it to understand how the plan is project specific.

The plan should accommodate all the pre-construction information you and your Principal Designer provided regarding the site specific health and safety risks. For further information on the construction phase plan and what should be included, check out the industry guideline for Principal Contractors.

WELFARE FACILITIES

As part of your duties as the client, you are required to provide suitable welfare facilities (Such as toilets and water) are in place and ready for when the work starts. If you have existing welfare facilities on site, you can agree that workers can use them whilst the project is ongoing.

Or you can confirm with the sole/Principal Contractor that they are providing these in the form of portable toilets. 

MANAGEMENT ARRANGEMENTS

During the project you must meet your responsibility to make sure that the arrangements for managing health and safety that have been put in place are working effectively and that the Principal Contractor is complying with their duties.

We suggest two ways to help ensure this. Conduct regular face to face progress meetings to discuss the project as a whole. To further back up that you are carrying out your duties, ask the Principal Contractor to provide you with written updates.

COMPLETION & HANDOVER

As the end of the project is approaching, you need to discuss with your Principal Contractor the plans for the handover of the mezzanine facilities to you. Depending on the nature of your project, it could be a good idea to conduct a phased handover.

This is where you gain access to areas of the facilities once the work on them is complete. This allows you to check that the health and safety measures are in place in those areas as the project progresses.

WHY WORK WITH US?

PRINCIPAL DESIGNER & PRINCIPAL CONTRACTOR

Here at Nexus we have vast experience with acting as both on numerous mezzanine floor projects. This certainly makes things easier for you, the client. Working with Nexus is the easiest way to comply with HSE law and receive a fantastic workspace solution.

SAFETY & REGULATIONS

We have the strictest building regulations and health and safety practices in mind when we design and implement your new workspace project. The safety of all involved is at the forefront whenever we carry out a project and you can be assured that all the correct procedures will be carried out during your project.

A COMPLETE SOLUTION

We make everything easier for you. We provide a complete solution from site survey through to the completion and handover of your new facilities. Our expert team of designers, project managers and installers guide you through every step of your mezzanine floor project.

WHERE WE WORK

We would love to be able to help create workspaces for businesses throughout the whole of the UK but unfortunately we can’t. The extra cost to you and the fact that we wouldn’t be able to manage your project to our high standards means that we must set a limit for how far we can work. The area we cover is highlighted to the right. As you can see, we essentially work as far North as Newcastle and as far South as Birmingham. So if your business is situated in an area we cover, get in touch today to discuss your plans for your new workspace.

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