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Ensuring contractors apply environmental standards equivalent to the Association's own (CP13:V8:22/04/2007)

• Before the tendering process for contractors begins, all contractors will be vetted by Exor Management Services Ltd.  For contracts over £25,000 in value contractors must obtain the Exor Gold Standard which has environmental standards in line with the Associations.  For contracts under £25,000 the contractor will only be required to obtain the Exor Bronze Standard, this standard does not include any environmental requirements.  In these cases the contractor will be issued by the Association with a copy of the Associations Environmental Policy and Procedures and will be required to confirm in writing that they will act in accordance with these policies/ procedures.
  
  
• At the post tender/pre-contract stage meeting with the contractor, the appropriate Contract Administrator will include an agenda item for the contractor to confirm how he will comply with the required environmental policies and procedures.  It will be a condition of the contract that the contractor expressly agrees to abide by these.  A note will be recorded in the site progress minutes.
  
  
• During the contract at least one “site check” will be undertaken by the appropriate Contract Administrator, to check the Policy is being complied with and a record of the visit retained on the contract file. Where the term of the contract exceeds 6 months checks shall be undertaken annually or at regular intervals to be agreed at the pre-contract meeting.
  
  
• Where non-compliance is confirmed, the appropriate Contract Administrator must advise the contractor in writing as soon as practicable.  Within 5 working days the contractor must advise the appropriate Contract Administrator of his proposed course of corrective action.