Supplier code of conduct - Repairs and maintenance

1.1 Hafod provides a service to its contract holders, residents, service users and the public (customers) who are entitled to expect the highest standards of behaviour and conduct from all suppliers who work for Hafod. Our code of conduct aims to make it clear to all suppliers the actions and behaviour expected of them, towards our colleagues, customers and when representing Hafod.

1.2 Hafod’s mission is to work with its supply partners and customers to create healthy places by investing in people and neighbourhoods, communities, and community assets.

1.3 Our ambition is to transform housing, health, social care and support in order to improve the well-being of our customers and our communities.

1.4 Hafods aim is to ensure that every supply partner delivering work for Hafod do so in a consistent way, ensuring minimal disruption and stress for our customers and abide by our core principles and behaviours.

1.5 Our principles:

• We are driven by social value
• We work together
• We are all empowered to make a difference
• We all have a voice
• We embrace growth
• We are outcome driven

1.6 Our behaviours:

• Acting as one team
• Delivering results
• Learning and improving
• Engaging people
• Communicating and influencing
• Enabling change
• Caring and supporting
• Making effective decisions

• Give assurances that, in regard to any operations for the purposes of the execution of any contract, a health and safety policy, in accordance with Section 2(3) of the Health & Safety at Work, etc. Act 1974 has been prescribed and adopted for direct employees and that where indirect labour is employed in the form of sub-contractors, they are advised of their responsibilities under the Act and will define their Health and Safety Policy to Hafod.
• Conform to all requirements of the Health & Safety at Work, etc. Act 1974; the Offices Shops and Railway Premises Act 1963; the Factories Act 1961, Control of Asbestos 2012, PUWER 1998, CDM regulations 2015, Workplace (Health, Safety and Welfare) 1992, Management Regulations 1999, Manual Handling Operations 1992 and all other relevant legislation, E.C. Directives, Regulations, Codes of Practice, Health & Safety Executive Guidance Notes and recommendations of Health & Safety Executive Inspectors and Environmental Health Officers during inspections;
• Where the suppliers operatives consider the customer is being abusive, threatening or uncooperative before or during the work, must leave the site and report the facts to Hafod, ensuring the site is not left in an unsafe condition.
• Be aware that properties may be occupied by vulnerable adults and children, elderly, frail or ill customers and should therefore take due care and consideration in the execution of the Works.  Hafod is supporting vulnerable people to sustain their tenancies.  You are required to abide by Hafod’s Protection of Vulnerable Adults, Child Protection and Domestic Abuse Policies and Procedures and notify the relevant Hafod Project Surveyor of any potential vulnerable resident(s) or practices.
• Ensure that employees working in our properties have in place a basic Disclosure and Barring Service (DBS), cost to be borne by the Supplier.
• Under no circumstances shall suppliers and their operatives enter a property where there are only minors/vulnerable persons present. They should report their observation back to Hafod immediately. In some cases, special arrangements may have to be made with the appropriate Project Surveyor before access can be gained.
• Ensure that Hafod’s staff, customers and members of the public are properly protected at all times from any adverse consequences of the supplier’s and/or sub-contractor’s activities; this will include the provision of protective clothing and equipment where necessary;
• Provide to Hafod and/or its appointed agent, on request, before operations commence, Operators Certificates of Competence and Test Certificates for the various types of equipment to be used.
• Where suppliers enter a property and they suspect that a material contains Asbestos, they will contact Hafod immediately so that the suspected material can be tested accordingly.
• Provide evidence of documentation relating to health and safety prior to starting work at one of our properties and issue documents as they expire.

2.2 All Suppliers have an obligation to assist Hafod in complying with the Renting Homes (Fitness for Human Habitation) Wales Act 2022 and must report any relevant property defects. Hafod can provide training on this and Suppliers can raise a request for this with the project surveyor.

• have appropriate equality, diversity, and inclusion policies and procedures in place
• ensure their staff to be appropriately trained in Equality, Diversity, and Inclusion.

3.2 In particular, Hafod requires that suppliers:

• take steps to ensure that they recruit people to reflect the ethnic mix of the communities in which they are working;
• must comply with the requirements of all appropriate legislation including that relating to:
  • Equality Act
  • Modern Day Slavery
  • Anti Bribery and Corruption
• actively support Tai Pawb ‘Deeds not Words’ and Welsh Government ‘Anti Racism Wales Action Plan’
• ensure they meet legal requirements regarding recruiting and onboarding practises such as including compliance checks of:
  • Right to work
  • Disclosure and Barring Service (DBS) checks

3.3 Along with relevant provisions in:

• Housing Law
• Employment Law
• European Directives
• Welsh Government Regulatory Requirements
• Codes of Practice
• Health and Safety Legislation
• Best Practice Guidance
• Suppliers, where appropriate, seek advice from the relevant bodies such as the Commission for Racial Equality and the Equal Opportunities Commission;

3.4 Hafod wishes to make it plain to all Suppliers (including any sub-contractor), that it will not tolerate discriminatory behaviour towards any other Supplier, its employees, customers or the general public.  Any allegation of such conduct will be investigated thoroughly by Hafod, and appropriate disciplinary action should be taken against offenders should Hafod’s Senior Leadership Team be satisfied that the allegations are substantiated.  This disciplinary action may include referral to the Commission for Racial Equality or the Equal Opportunities Commission, as appropriate, and/or removal from Hafod’s approved lists of suppliers.

4.2 Additionally, suppliers should recognise that Customers are paying for the service they are providing through their rent or other charges. This should also be pointed out to their employees and sub-contractors. Suppliers should:

• Attend appointments punctually
• Introduce themselves to Customers and show proof of identity, preferably with photographic evidence;
• Explain the nature and purpose of the visit;
• Treat Customers with courtesy and respect;
• The Supplier must not use the Customer’s amenities without permission, or use Customers tools, cleaners etc.
• Do not smoke in or around a Customers property
• The Supplier must supply their own power supply, unless otherwise agreed with the Customer and agree a rate in writing with the Customer and inform Hafod immediately.
• Provide appropriate protection during the works to prevent damage to furniture and fittings in a property and its gardens, if any; suitable dust sheets are to be provided to cover all furniture, floor coverings and fixtures in every room where work is being carried out and all reasonable precautions are to be taken to prevent the ingress of dust, fumes, etc. to other parts of the property, and that of adjoining neighbours. Shoe cover protectors must be worn except in void properties.
• Refrain from disconnecting any service without prior notification to the Customer; any such interruption should be kept to a practical minimum and under no circumstances should it extend overnight or over a weekend;
• Carry out all work in a clean and safe manner; due regard should be given to sharp, dangerous tools and toxic substances in addition to the entry, exit and mobility requirements of occupants, small children, elderly, disabled and visitors to and within the Customer’s home;
• The property must be always kept clean and tidy, and, at the end of each day’s work, all debris is to be either moved or bagged and stored outside in a location convenient to the Customer. Any skips provided must be enclosed.
• No furniture/white goods belonging to the Customer must be moved without prior written consent to do so from the Customer.
• At the end of the works, the property must be thoroughly cleaned of all Suppliers debris and dust and left in a condition acceptable to the Customer;
• Keep safe all materials/hazardous materials used to avoid any nuisance or danger to the Customer and any visitors and not store any materials overnight at the Customers property for the purpose of executing the work
• No smoking policy. The Supplier is advised to inform all operatives that a no smoking policy exists whilst in any Hafod property including voids. Further to this, the Suppliers’ employees shall (where a Customer is smoking in their home whilst they carry out their duties), be within their rights to ask the Customer to refrain from smoking until such time as the Supplier has completed their work and left the premises. Should the Customer fail to comply, the Supplier shall be within their rights to stop work and advise the Customer of the reason. The Supplier shall notify the relevant Project Surveyor immediately.
• Refrain from using radios or any other form of musical entertainment; inappropriate or offensive behaviour, in particular alcohol abuse, the use of foul language or racist and/or sexist comments will not be tolerated and will result in the matter being investigated and appropriate steps taken as outline in outlined in Section 3;
• Be properly supervised and the Supplier must hold themselves liable for making good errors and omissions by their operatives within a reasonable period of time.
• When working in a property, Suppliers do not have the right to allow others into the building without the permission of the Customer.  Should you leave the property during the temporary absence of the Customer, it will be the Supplier’s responsibility to ensure that the property is properly secured.
• Execute all works in a careful and diligent manner and in accordance with all relevant specification clauses and to the complete satisfaction of Hafod’s Project Surveyors. The Supplier shall at all times keep any public footpath free from obstruction; the Supplier will be held responsible, and must make good at their own expense, any damage caused to buildings, adjoining properties, carriageways, kerbs, pavements, lamp posts, fencing, drainpipes, cables, main services, trees, bushes, shrubs, etc., arising from the execution of works and must provide and maintain, and clear away on completion, at their own expense, all necessary temporary barriers and protection, ensuring all relevant licenses and permits are obtained/valid;
• On completion, reinstate to the satisfaction of Hafod and its Customers all decorations, grassed areas, paths, paving and fences where applicable;
• Be suitably dressed and wear any company branded uniform;
• Keep Customers’ homes secure at all times.

4.3 Hafod will retain the right to exclude specific operatives from site if their behaviour is thought to be unsatisfactory towards Customers, staff and any member of the public that maybe affected by their actions.