Prequalification questionnaire renewal
Annual PQQs and the buyer portals behind them, held current so a tender is not missed while the paperwork is being updated.
For contractors
Prequalification, accreditations and renewals for a contractor
Prequalification questionnaires, card renewals and client portals fall due in the middle of delivering the work they were won with.
No account needed to see the proposed desk.
The recurring work
What contractors have to keep on top of
Every one of these has a date attached, a document behind it, and somebody who notices when it slips. This is what goes on the desk.
CHAS, SafeContractor or Constructionline accreditation
Yearly accreditation renewal with the scheme, including the fee and the evidence pack resubmitted each time.
ISO certification surveillance
Annual surveillance audits for quality, environmental and health and safety standards, with the recertification audit on a three-year cycle.
Employers' liability and public liability renewal
Annual policy renewal, with certificates issued to each client and main contractor that requires them on file.
CIS returns and verification
Monthly contractor returns to HMRC for the subcontractor payroll, and verification of each new subcontractor before they are paid.
RIDDOR and accident records
Reportable incidents reported within the statutory window, with the accident book and the follow-up records kept current.
CSCS and trade card renewals
Three-yearly renewal across the workforce, checked against each site's requirements before people are sent to it.
Site-specific documentation
RAMS, COSHH assessments and induction records written and issued for each new site rather than reused from the last.
Subcontractor insurance and tax status checks
Certificates and status checks obtained and dated before the subcontractor starts, and rechecked on renewal.
Retention and defects period deadlines
Retention release and defects liability dates tracked from each practical completion, since they arrive long after the site team has moved on.
What it costs to carry it
The accreditation renewals and the PQQ portals all assume a person available during office hours, and that person is usually on site or pricing the next job. The documentation is mostly a repeat of last year's, which makes it easy to leave until the client asks, and by then a tender has closed or a contractor has been removed from a list. Retention money released late is the other quiet cost.
What the desk takes over
The desk works this list to its own schedule and reports what it did.
The accreditation calendar
Scheme, ISO, audit and policy dates held with the body, the fee and the renewal reference recorded against each one.
PQQ and portal returns
Standard answers, certificates and policies assembled for each portal and resubmitted when the buyer's own renewal date comes round.
Subcontractor checks
Insurance, card and tax status evidence collected and dated for every subcontractor, and requested again when a document expires.
Retention watch
Release dates and defects periods tracked from each completion, so the money is claimed when it falls due.
The dated record
A note of what was submitted, to whom and when, retrievable the next time a buyer asks for the current evidence pack.
What stays with the contractor
Pricing, programme, method and the decision to take a job sit with the contractor, and the desk does not touch them. It holds the evidence that the business is safe to employ, which is what most of the paperwork is really for.
Questions
Can the desk fill in the PQQ portals?
It assembles the standard answers, certificates and policies for each portal and records the submission. Where a portal demands a one-time code or a signature, it stops and hands that step over.
How does it handle CIS returns each month?
The monthly return date is held as recurring work, with verification of new subcontractors raised before they are first paid.
Does it track retention money?
Each practical completion is held with its retention release and defects period dates, so the claim is raised when the window ends rather than when someone remembers.
Put the contractor's recurring work on the desk
Start with a name, a website and one sentence about what the business does. The desk proposes the list; the contractor corrects it.