It’s usual for a Property Manager to appoint and manage contractors. Whether reactive repairs or planned maintenance, the letting agent will be constantly diagnose, seek approval and liaise with contractors.
Businesses have a legal duty to comply with health and safety laws. Whilst it’s important to get the best quotes for clients, it’s imperative to appoint qualified and insured contractors. They will carry out the job and do a risk assessment. This ensures the safety of occupiers and contractors when the required tasks are performed.
Recording valid documentation demonstrates compliance with the law and gives an audit trail of evidence if required.
Training & Accreditation
As best practice and industry knowledge develop, training programmes and accreditation changes so documents expire annually or every few years. It’s important to keep the latest certificates on file and update and audit periodically.
Common Contractor Certificates
Electrical Safety Registration
All registered electricians in England & Wales, work to the 18th Edition of the wiring regulations BS7671:2018 safety standard. They will issue a safety certificate to confirm their work has been designed, inspected and tested in line with that standard.
A Property Manager should only appoint accredited registered electrician. Incidents can happen during routine maintenance checks or simple installation jobs.
The electrical contractor must be registered with a government approved scheme. The most common we see are NAPIT and NICEIC but there are others. This ensures they have the skills and training needed and they have adequate public liability insurance.
Electrical installations in a managed property must be inspected and tested every 5 years. The EICR report includes the result and next inspection date, and should be reviewed on completion.
Gas Safety Registration
By law, Property Managers must appoint an engineer approved by the HSE Health and Safety Executive for gas safety checks and the repairs and maintenance of gas appliances. Currently the HSE only recognises Gas Safe Register as UK’s official registration body.
PIIM Property will always ask to see the contractors Gas Safe ID Card which shows their licence number, expiration date and type of work they are allowed to carry out.
We record a copy of a valid Gas Safe ID card for engineers appointed to carry out works. Our letting agents also check the work categories on their ID – the most common being Install, Commission, Service/Maintain, and Safety Check.
Asbestos
Asbestos is a hidden risk in many properties. According to HSE, you should presume the building contains asbestos, unless you know for sure it doesn’t. Occupiers are generally safe as long as asbestos containing materials remain intact.
When appointing contractors to do property maintenance, a risk assessment or verification that the contractor has had the necessary training to safely identify and work with asbestos materials is imperative. It’s reasonable for letting agents not to be aware of the presence of the material, however, they should take steps to ensure the contractors appointed are competent and able to work safely. The contractor should also compile a method statement and request a risk assessment before commencing works. They should also wear appropriate PPE such as disposable suits and dust masks.
Employers Liability Insurance
Under the Employer’s Liability (Compulsory Insurance) Act 1969, businesses must carry employer’s liability insurance unless exempted. This provides protection against employee compensation claims resulting from illness or injury sustained during their employment.
A Property Manager will request and retain a copy of a contractor’s insurance certificate.
Public Indemnity Insurance
This insurance offers protection against claims made due to allegations of professional negligence. The cover includes defence costs as well as damages awarded to the claimant.
Public Liability Insurance
This insurance offers protection against liability claims in respect of accidental bodily injury to third parties, or damage to third part property. This insurance and Public Liability is often carried by contractors.
Conclusion
The Property Management company can be liable if it fails to meet health and safety regulations. If an incident occurs after they appoint a contractor to do property maintenance whose certifications and insurances have lapsed, and their work causes damage or injury to anyone on-site. It’s vital, there’s a robust method of ensuring contractors are duly qualified and authorised are classified as such.