Contractor s Sustainability Report (CSR)

Transcription

1 Contractor s Sustainability Report (CSR) PLEASE READ THESE INSTRUCTIONS BEFORE COMPLETING THE REPORT Who is to complete this report and what are their responsibilities?

2 Although the Project Manager and the Main Contractor are jointly responsible for completing this report, the Main Contractor will complete the vast majority of it. On completion, and before submission to the Project Manager at each monthly progress meeting, a Director of the Main Contractor s firm is to sign off the report. On receipt from the Main Contractor, the Project Manager arranges for the Client/Contracting Authority to also sign the report (the Client/Contracting Authority may delegate sign off to the Project Manager acting on its behalf). Prior to contract award, the Project Manager is to set up a contract specific CSR report by customising the standard CSR template. To do this the Project Manger must start by completing the information requested on the Project Details worksheet. On completion of this information VBA macro code will automatically execute and customise some of the other worksheets in the workbook so that only information that is relevant to the contract, its scale and construction sector (Building or Civil engineering) will be presented for consideration by the Main Contractor. Please note that Macros must be enabled to to run within the workbook. The Project Manager is to password protect the CSR workbook before sending it to the Main Contractor or others. Any electronic communication of passwords to third parties must be separate from those containing the report. When the CSR workbook is sent by a Secure File Transfer Protocol (SFTP) must be used (contact NICS's ITAssist for further information ). When completing the report, the Main Contractor should start by completing the information requested on the Project Details worksheet. The report enables individual or multiple representatives of the Main Contractor to complete it. For example a firm's Contracts Manager could complete the report solely or could delegate completion of Part 1 BuySocialNI to the company s Community Benefits/Social Clause Manager; Part 3 General ESE to the firm's Environmental Manager; and Part 4 to its Health and Safety Manager. Individuals must sign off the part of the report which he/she completes. In addition the overall report must be signed off (electronically) by a Director of the Main Contractor's firm before submitting it to the Contracting Authority s Project Manager (see the Sign Off worksheet). Submission is to be at monthly intervals. On completion the Main Contractor must password protect the CSR workbook before submitting it in its original electronic format. Any electronic communication of passwords to the Project Manager / Others must be seperate from those containing the report. When the CSR workbook is sent by a Secure File Transfer Protocol (SFTP) must be used. All references in this report to I refer to the Main Contractor and, when signing the report, the Director within the Contractor s firm is confirming the accuracy of the report and the Contractor s commitment to delivering the sustainability requirements.

3 The Project Manager may sign off the report on behalf of the Contracting Authority, if necessary after discussion, clarification and resolution of any issues with the Main Contractor, adding a commentary as appropriate (see the Sign Off worksheet). The Project Manager will arrange for: Completion of the BuySocial Delivery Report each month through the etendersni Contract Management Module. This provides transparency, for Clients/Contracting Authorities / Centres of Procurement Expertise (CoPEs), of a summary of the data held in Table B of the BuySocialNI worksheet under Part 1A. This information is sufficient to facilitate basic tracking and reporting of progress against the overall contractual target for Targeted Recruitment and Training and its associated breakdown within the Contractor's Recruitment and Training Plan. The information to be included in etendersni is set out in this report. See the 'etendersni' worksheet for the information that the Project Manager is to arrange to be transferred to the etendersni Contract Management Module. An electronic copy of the final BuySocial Delivery Report to be archived within the etendersni Contract Management Module. This will facilitate archive retrieval of all information to inform any analysis of outcomes achieved through implementation of the BuySocialNI construction model. What is the Format of the report? The Contractor s Sustainability Report is comprised of four parts: Part 1 BuySocial Delivery Report; Part 2 General: Economic, Social and Environmental (ESE); Part 3 Subcontractor Acceptance and Payment Report; and Part 4 Contractor s Health and Safety Report. The purpose of this report is to provide a single source of reporting on sustainability requirements for Government construction projects. It is intended that the CSR will be added to as the project progresses and will be used, at the end of the project, to demonstrate how the contract requirements have been achieved. The final report will be archived and may be used to analyise outcomes at a future date.

4 While some of the Sustainability Requirements will apply to all projects others may only apply above certain construction cost thresholds. When the project construction cost is entered into the relevant cell on the 'Project Details' worksheet the report will automatically format itself so that only relevant requirements are presented for consideration. The section numbers in CSR Part 2 - General ESE refer to the relevant Sustainability Requirements and may, therefore, be intentionally out of sequence. Part 2 and Part 4 include KPIs. For projects with duration of less than one year, KPIs are to be calculated for the final CSR report. For projects lasting more than one year KPIs are to be calculated annually and for the final report. The report's worksheets are self explanatory. Cells in the worksheets may have a drop-down box to enable you to reply to a YES/NO question and a COMMENTARY box for you to expand on an answer including adding a short explanation on progress against a requirement. Please use commentary boxes to provide detail and context. There is also a 'Commentary' worksheet if a general narrative would provide relevant information that is not captured elsewhere. Background General: Economic, Social and Environmental (ESE) - CSR Part 2. CSR Part 3 and Part 4. These parts of the report record progress against the wider Sustainable Construction Requirements. These requirements are set out within model clauses within the contract s Works Information or specification. A set of model clauses has been developed for use by the CoPEs. Previously, sustainability requirements were included as part of the 2008 'Proposals for Promoting Equality and Sustainable Development in Construction Contracts.' These proposals were reported on within a previous format for the Contractor's Sustainability Report. In 2015 a Sustainability Working Group reviewed the existing sustainability requirements and produced a revised set of requirements. These are reflected in this report and along with BuySocialNI will be implemented from April CSR Part 2, General Economic, Social and environmental (ESE) records progress against the new sustainability requirements.

5 Parts 3, the Subcontractor Acceptance and Payment Report, and Part 4 the Contractor s Health and Safety Report are standing reports that have already been agreed through the construction procurement policy authorising environment and have now been included to provide a single source of reporting for sustainable construction via the CSR. Further instructions are available within the 'CSR Part 2 - General ESE' worksheet. BuySocial Delivery Report - CSR Part 1 NOTE: If the contract does not include the BuysSocialNI construction model the CSR Part 1 BuySocialNI worksheet is not presented for completion by the Main Contractor. Further instructions are available within the 'BuySocialNI' worksheet. This part of the report records progress against the BuySocialNI construction model requirements. These requirements are set out within model clauses within the contract s Works Information or specification. A set of model clauses has been developed for use by the CoPEs [ref model clauses]. The BuySocialNI construction model comes into operation from April 2016 and replaces the previous social clause requirements that were included as part the previous sustainability requirements. Further information on how the BuySocialNI model should be applied in construction works contracts can be obtained from the suite of Frequently Asked Questions available at the following link:[insert link to FAQ] The BuySocial Delivery Report report is split into two parts. Part 1A provides a summary of contractual targets and delivery against these targets. Part 1B provides verification information which will include personal information. Data Sharing Agreements must be signed by the relevant parties. Please refer to the Data Protection Section below. Firstly the Main Contractor is to complete the target monthly spend profile Table A of Part 1A for the contract duration. The Main Contractor is then to enter the actual spend every month to facilitate tracking the actual contract spend against the target spend. The cumulative totals of actual and targeted spend, over the contract period, are indicated in the final column of Table A.

6 The Main Contractor is to use the Table C in CSR Part 1B to record the target numbers and person weeks for the various categories of New Entrant Trainee included in its Recruitment and Training Plan (using target start and finish dates). Initially, a line can be entered to summarise the targets for each category of New Entrant Trainee. The table can then be developed to include a specific line of Information for each New Entrant Trainee that the Main Contractor intends to use to meet the category targets (using actual start and finish dates). This table will automatically populate the relevant fields of Table A to facilitate tracking of the actual monthly delivery of person weeks against the target throughout the contract period. Information from Table C will also automatically populate Table B to provide a breakdown of actual delivery against target by category of New Entrant Trainee. If required a short narrative can be provided in the Commentary Boxes and expanded upon within the Commentary Worksheet. The Contracting Authority may also require the Main Contractor to submit a detailed narrative in a separate document to describe its plan. Data Protection Within the tables in the BuySocial Delivery Report, it is necessary to provide some personal details for New Entrant Trainees (and Work Experience and Training participants). This is to enable checking and verification, by the Contracting Authority or its representatives, of progress against the Contractor's Targeted Recruitment and Training Plan. By signing the declaration on the Sign Off worksheet, the Main Contractor / Contracting Authority is agreeing to the Primary Data Sharing Agreement. The Main Contractor is to ensure that its supply chain including subcontractors, those brokerage organisations engaged by it in the provision of New Entrant Trainees and other third parties with whom it shares this information, have Secondary Data Sharing Agreements in place. The Contracting Authority is to ensure that Secondary Data Sharing Agreements are in place for its representatives. A Standard form of Secondary Agreement is availalble from CPD.

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