M-20 Contractors refers to regulation 12 and must be read in conjunction with regulations 5 and 6.
(Organisation’s name) uses contractors and external consultants in situations where the appropriate technical competencies cannot be provided in-house or where extra resources are required to manage workflow/workloads.
Roles and responsibilities
The (TBA) has the responsibility for evaluating and appointing external service providers. External assistance may be required to assess proposed contractors to ensure they are suitably competent to perform identified tasks.
For example, engage a structural engineer to assess a structural component when the employee is not qualified to carry out the assessment.
1 External technical consultant
1.1 The (TBA) must assess the external consultant’s suitability on a case-by-case basis. The (TBA) must be confident that the consultant is suitable for, and capable of, performing the required tasks.
1.2 The (TBA) must be satisfied that the consultant:
- is clear about what the project task covers (project brief)
- is competent to review or inspect the work described (has the necessary technical competencies and appropriate qualifications and experience)
- has an appropriate level of professional indemnity insurance (if applicable/desired).
1.3 To gather this information, the (TBA) may send the potential external consultant an external consultant evaluation form to complete.
1.4 The (TBA) reviews the returned and completed evaluation form, along with any other relevant information obtained during the assessment. This might include registrations from professional affiliations such as the Institute of Chartered Professional Engineers, New Zealand Institute of Architects and New Zealand Institute of Building Surveyors. This may also include a peer assessment from an independent source or advice based on past performance.
1.5 After the evaluation, the (TBA) either accepts or rejects the consultant(s) as suitable to supply services to the organisation. The scope of their work and services should be defined (eg, fire engineering review but not for alternative solutions on complex commercial buildings).
1.6 If the external consultant is accepted, the relevant information is recorded on the external consultant’s file and also on the consultant’s skills matrix.
1.7 If rejected, and where appropriate, the (TBA) will notify the unsuccessful consultant.
2 Existing contractor
2.1 Existing contractors are evaluated at least once annually. This should coincide with the date the contractor first applied to be included on the approved contractor list.
2.2 At any other time of the year, an evaluation of the contractor may be required due to poor performance.
2.3 A record of each review is to be appropriately documented and placed on the contractor file. Any action required as a result of the review should see a continuous improvement proposal submitted.
2.4 Contractor review dates are to be updated each year.
3 Quality assurance system requirements
3.1 When the contractor is supplying specialist expertise on a case-by-case basis (eg, a structural engineer), the contractor must work within the (organisation’s name’s) quality assurance system procedures.
3.2 When the contractor fulfils all or a larger portion of the building consent authority’s functions (eg, a contractor performing processing and/or inspections on behalf of the building consent authority). They must work within the building consent authority’s quality assurance system procedures.
3.3 The (organisation’s name’s) accreditation will also be reliant on the contractor’s processes and procedures. Where appropriate, these processes and procedures will be subject to assessment and ongoing monitoring by the building consent accreditation body
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